Streamlining Communications at Medical Facilities Across the Globe

Transcription

1 Streamlining Communications at Medical Facilities Across the Globe 2015 Cleo. All rights reserved. Cleo is a trademark of Cleo Communications US, LLC. All other marks are the property of their respective owners cleo.com

2 Secure, Reliable Communication Benefits Everyone Gain measurable benefits by adding a system that has proven results in improving workflows. A communication solution that removes time, cost, and frustration has a direct effect on the productivity of medical staff and the satisfaction of administrators as well as patients. Cleo Streem provides that solution with an end-to-end communications system that gets information to the right people, at the right time, and in the right place. Having a reliable, secure system in place creates more efficient and compliant workflows with measurable benefits. With a Cleo Streem system added to their workflow, medical and IT staff can spend less time managing their document and message workflow and more time accomplishing their true mission -- improving the quality of life for their patients. Helping Medical Departments Streamline Workflows and Meet HIPAA Guidelines Key departments in medical facilities across the country have taken advantage of the Cleo Streem solution. Not only have they streamlined processes and are now complying with HIPAA standards, they have also seen significant, positive effects on productivity, employee satisfaction, and patient care. Here are a couple of examples of the benefits medical departments gained by taking advantage of a Cleo Streem solution. Purchasing Department In one medical facility s purchasing department, staff used analog fax machines to send purchase orders. These machines were spread throughout the office and, in an effort to be as productive as possible, purchasing agents waited until the end of the day to line up and fax out the orders. This created a bottleneck in their workflow. Even worse, some machines were located in areas that patients could access and potentially see confidential information. And, although fax transmissions could be confirmed, agents could not verify that the intended recipients actually received the purchase orders. These issues made the risk of HIPAA or compliance violations unnecessarily high. Today, this purchasing department employs a Cleo Streem solution enabling agents to fax directly from their desktops via a HIPAA-secure address book. Now agents have a secure, immediate method to send orders and receive confirmation that the message reached the right hands. HIPAA and auditing standards are met, workflows are improved, and agents are free to attend to other work. Continued on next page 2 Streamlining Communications at Medical Facilities Across the Globe

3 Remote Personal Health Department (RPHD) In one medical facility s RPHD, medical personnel found their time consumed by phone calls to patients who missed appointments or forgot to report critical health information, such as blood sugar levels and weight-loss results, into their remote personal health devices. By adding a Cleo Streem system, the department is now able to connect directly with patients through customized, interactive messages via phone calls, text messages, or s. Appointment reminders and patient surveys are automated. Medical staff has more time dedicated to patients, the medical facility saves resources, and, most importantly, patient care is improved. Purchasing Department Saved Time and Money: 12½ hours of time saved per week per purchasing agent 100 pages of paper saved per day, per office 4 minutes saved per each sent fax 83% reduction in purchase order processing time RPHD Reduced Cost, Increased Response: 98% patient response rate 87% reduction of in-bed base days of care for their patients 78% reduction in ER visits Streamlining Communications at Medical Facilities Across the Globe 3

4 Timely, Reliable Cleo Streem Solutions An intelligent, enterprise-wide communications solution contributes to automated workflows and more productive employees. No matter which method of communication is employed faxing or alert notification one outcome is constant: Information flow is streamlined to the people who need it most the people who improve the quality of patient care. Enterprise Fax Senders Conf irma Users send faxes to any number of recipients from a multifunction device or directly from their workstations. The content is captured by Cleo Streem Fax hardware and software and delivered seamlessly to any number of standalone fax machines or multifunction devices and workstations, if the recipient has an enterprise fax solution in place. Incoming faxes are routed directly to the users workstations via the Cleo Streem hardware and software. Alerts are sent as documents, images, video, voice, text messages, or in a combination of formats via telephone, Web browser, or multifunction device. The alerts are routed to recipients phones, cell phones, pagers, accounts, and/or fax machines by the Cleo Streem hardware and software. Alert Notification Purchase orders Appointment reminders Medical data VLTrader Eligibility notifications Billing informatio Pink alerts Docs, images, video, voice Confirma The recipient can then reply back to the sender via touch-tone response. Cleo Streem software captures all responses and generates customized reports that graphically illustrate who and how many people have received and can/cannot respond to the message. 4 Streamlining Communications at Medical Facilities Across the Globe

5 VLTrader What is Cleo VLTrader? It is managed file transfer software that joins with your Cleo Streem system to allow you to transfer files with ease. By offering 18 different protocols for moving your data, Cleo VLTrader is both simple and flexible. It s also secure. Cleo VLTrader encrypts the transport as well as the payload to keep your sensitive data in the right hands. Need to ensure privacy and security of your mission-critical documents? Add Cleo VLTrader to your Cleo Streem system. Mission accomplished. * This is a requirement for FIPS certification. Recipients tion and response Conf irmation and response n News releases Nursing callback Cleo Streem, and text tion and response Confirmation and response Report Streamlining Communications at Medical Facilities Across the Globe 5

6 C L E O S T R E E M FA X A N D N O T I F Y Many Roads Lead to the Right Destination The Cleo Streem solution incorporates robust enterprise fax and messaging capabilities that enable users to send and receive communications to and from multiple locations and devices while simplifying a recipient s ability to reply. Faxing: Turn your copier into an information portal Faxing before Cleo Streem: Faxing documents the old- fashioned way is time-consuming and inefficient. You have to get up from your desk, go to the copier to retrieve the document, scan it to get an electronic version, walk back to your desk to manually file the electronic version, then file or shred the hard copy. This process consumed paper, ink, and time. But more importantly, it led to overwork and frustration. Faxing after Cleo Streem: When integrated with MFDs, Cleo Streem turns copiers into information portals. Documents come across your work station in one of three ways as an attachment, as a link to a secure file share folder, or as a file routed directly to a folder via DocuShare or other file management system. Save paper, money, and time by adding Cleo Streem to your workflow. Alert Notification: Notification to and from anywhere The Cleo Streem solution offers a flexible way to stay in touch with patients through customized, interactive messages. Send both routine and critical information such as appointment reminders or surveys to land lines, cell phones, pagers, multifunction devices, fax machines, and/or . 6 By sending communications in a wide range of formats to a wide range of devices, recipients are more likely to receive the message and respond. The interactive system allows immediate confirmation and response to the sender so you get better and quicker feedback. Streamlining Communications at Medical Facilities Across the Globe

7 C L E O S T R E E M FA X A N D N O T I F Y Everyone is a Winner The Cleo Streem solution provides benefits for all who purchase, implement, and use the system: Benefits to a medical center Benefits to the IT department A centralized message delivery system reduces the costs of purchasing and maintaining standalone, distributed fax machines. An enterprise fax server eliminates dedicated fax lines and long-distance fax charges. Reduces no-shows and gives timely, accurate patient feedback that can be used to determine resource and budget allocations. Comprehensive audit functionality clearly reports all incoming and outgoing communications, helping with regulatory compliance and ensuring future equipment purchasing decisions are fact-based. A comprehensive set of built-in security features help comply with HIPAA and other stringent government imposed privacy requirements. A single solution implemented and supported by Cleo Streem empowers IT staff to focus on higher value work rather than changing cartridges and maintaining hundreds of fax machines. An easy-to-learn-and-use communications solution reduces calls to the help desk. Streamlining Communications at Medical Facilities Across the Globe Benefits to medical staff Simultaneous, automated message delivery to a large distribution list means medical staff spends more time on core tasks. The right information sent to the right people, at the right time, in the right format greatly improves the ability for medical professionals to perform their jobs... ultimately resulting in greater quality of care and greater quality of life for patients and their families. 7

8 Key Enterprise Fax Applications Document security: Highly developed security tools prevent unauthorized scanning, faxing, or ing of confidential records from internal devices to external destinations through the use of employee login, list authorization, standard secure fax protocols, and audit trail. Medical data: Automates the secure delivery of patient records and medical information to a number of recipients in a number of locations, such as insurance companies, outside laboratories, and other departments within the hospital or medical facility. Purchase orders: As POs are generated, they can be faxed directly out of the system and stored as an electronic copy, avoiding hard-copy printing and manual faxing. News releases: Ensures media outlets are informed of current news with a few clicks of a mouse. Billing information: Securely sends necessary billing information to all parties responsible for payment in a timely manner, resulting in faster invoice-to-payment and improved cash flow. Key Alert Notification Applications Patient and vendor survey tool: Create, deliver, and process surveys to patients or vendors in a timely fashion and in a way that enables them to respond conveniently. A comprehensive reporting mechanism improves the ability to access and incorporate feedback. Help desk/internal services surveys: Create surveys and process feedback regarding help desk calls, maintenance requests, and employee satisfaction. Patient menus: Create patient menus, gather and process orders, and deliver information to key hospital kitchen and floor staff. Pink alerts: Quickly sends missing child or disoriented patient alert notification to staff, security, and/or police with physical description, last seen location, special needs, etc. Appointment reminders: Significantly reduces no show rates by notifying patients of appointments within 24 hours, reporting patient confirmation, and/or enabling patients to request a rescheduled appointment with minimal staff effort. General information/security alerts: Rapidly informs staff and media outlets of key events and operational status changes, weather alerts, building disruptions, etc. Automated nursing callback: Automatically notifies a qualified pool of nurses of extra work opportunities and prompts the nurses to accept or decline the assignment. Responses are logged and reported to HR. Automated phone tree calling: Facilitates immediate staff call-out with audit trail, eliminating manual calling processes and improving efficiency Cleo. All rights reserved. Cleo is a trademark of Cleo Communications US, LLC. All other marks are the property of their respective owners cleo.com