Workflow that Works! Demonstrating the Value of Available Document Management Solutions for Community Health Centers

Transcription

1 Workflow that Works! Demonstrating the Value of Available Document Management Solutions for Community Health Centers August 19, 2015 Jim Leonard Director, Healthcare Practice

2 What is Workflow Automation? Any Paper-based business function that involves routing to various staff can be automated Examples include: Medical Records signatures Admission forms Invoice approvals Purchase requests Automation involves the electronic routing of documents to the right staff at the right time

3 What documents can be automated? Primarily two types of documents benefit from automated routing Scanned Images Electronic forms

4 How Does This Differ from ? has quite a few limitations Very Limited tracking No long term verification of receipt No automatic acknowledgement capability No association to a business process No routing intelligence Limited ability to manage the security of documents How many data breaches are the result of a mis-typed address?

5 How Do We Begin? Identify any paper or form-based process involving: Multiple staff Need for tracking Has a consistent routing among staff Routing can be Serial (one approver after another) or Parallel (multiple approvers at once)

6 Medical Record Signatures Scanned images require physician signature for deficiency completion HIM staff identify deficiency and assign routing to necessary physician(s) Physician is notified in work queue Physician electronically signs document Signed document routes back to HIM

7 Invoice Approval Accounts Payable staff receive and scan invoice, assign to department staff for approval Department staff receive notification, review invoice, approve (or deny) invoice Invoice routes back to AP for processing

8 Purchase Requisition Department staff open Electronic form and complete purchase request Completed form is sent to department head for first approval Department head receives notification, reviews purchase request, approves (or denies) Form routes to purchasing department for processing Form originator receives update on progress at each step

9 Stored Records Request Department staff open Electronic form and complete Records request Completed form is sent to Record storage administrator (or Storage Vendor) Record requestor receives acknowledgement of request Storage Administrator retrieves record and schedules delivery (or scans record for electronic delivery) Record is delivered to requestor

10 Review In each of these examples we have each of the requirements for workflow automation: Multiple staff Need for tracking Consistent routing

11 Consider How many work processes involve: Putting a paper form in an inter-office envelope, or Sending an attachment and waiting for some response... not really sure the recipient has: actually seen it has any intention of acting on it

12 Workflow Automation Injects accountability into work processes Sets timelines for completion (built into the routing framework) Allows for insight into the work process progress Has inbuilt feedback mechanism Enables historical reporting Reduces costs of each transaction

13 Questions?

14 Contact GRM or CPG Jim Leonard Director of Healthcare Business Development Phone: Web: Dan Zaccardi Account Executive Phone: Web: Scott Halterman Assistant Director Phone: Web:

15 About CPG CPG is an independent Group Purchasing Organization. CPG has 475 members in 36 states We contract directly with each of our vendors We establish and maintain every aspect of our program, from vendor selection, to program performance and impact Joining CPG is FREE and there is no annual fee There are no minimum purchase or contract usage requirements

16 Thank you!