Emergent innovations in document management, financial workflows and data capture

Transcription

1 Emergent innovations in document management, financial workflows and data capture with InDxLogic Document Management North Florida Women s Care, Tallahassee Florida Bill Hambsh, CEO Julie Sander, Applications Administrator Southeast Neuroscience Center, Houma LA Jeff Sardella, CTO

2 Session Objectives Discuss: Streamline HIM duties with encrypted batch export, incoming fax integration and automated document indexing Streamline EOB management through patient s registration page Rapidly create a customizable interface that includes data capture using InDxLogic to flow Findings and Impression from imaging reports as structured data to the EMR flow sheet

3 What is InDxLogic Automated Document Management (Advanced Auto-Indexing)? 10,000 documents PDF/Tiff 9,000 documents completely indexed 1,000 documents partially indexed for completion review/automate Goal is 90% Automation of Document Indexing

4 What is InDxLogic DM 10? Enterprise Document Management Platform DM 10 stores financial and nonclinical documents Batch print the patient s EMR chart with one click Document splitter simplifies the handling of incoming Faxes Close the Order when a test or consultation is indexed Capture Impression text as data through pattern mapping

5 Who we are 11 Provider OB/GYN Practice in Tallahassee, Florida Service Area = 600,000 population During the past year, we have seen over 15,000 patients with over 50,000 office visits! Centricity CPS since 2006 Completely paperless EVERYTHING must go to the EMR Absent hospital interface so lots of documents come by Fax or Paper 500,000 documents per year (Including office visit documentation) Thomasville, GA Marianna, FL Perry, FL, FL Apalachicola, FL

6 Automate Normal PAP s using InDxLogic DM 10 Large GYN practice manages large numbers of PAP results each year All PAP results come as PDF: no CUSTOMIZABLE interface with hospital cytology lab Old workflow involved physician, nurse, very manual With InDxLogic DM 10, PDF goes to the EMR for the provider to sign. Data is flowed, reminder set and patient message sent automatically!

7 Handling a Normal PAP is Easier 1. The summary line shows the result is Normal 2. The PAP SMEAR OBS term is set to Normal 3. The patient is notified upon provider signature through Automated Clinical Messaging (ACM)

8 The Automated Clinical Message Sign a document with the Summary Line Pap-Normal ACM triggers a message to be sent electronically or by printed letter Dear Ms. Hall, I reviewed the results of your latest Pap test dated 3/11/14 and the report is normal. Sincerely, Alexander Brickler MD

9 Records Request for Multiple Documents: Our old Method for Faxing 1. Select chart documents and print to paper. 2. Open each external attachment and print separately. 3. Assemble all pages, go to Fax machine and send. 4. Pick up documents and shred. Time spent often 20 minutes per ROI!

10 Records Request for Multiple Documents Select chart documents and print to Fax. That s ALL!!! using InDxLogic Batch Print Or, better yet, export to Encrypted PDF and send chart electronically.

11 Encrypted Batch Print Just choose a file location and password.

12 Encrypted, Bookmarked File

13 New DM 10 Document Splitter Great for managing incoming Faxes Have the Fax print to PDF save time! Drag-and-Drop the pages Open the Fax with the Document Splitter tool Discard the cover sheet or move to the back page Also fixes scanning errors: We scanned a large batch with two pages per document, but one page was skipped, throwing off the whole batch. This was noticed AFTER the originals were shredded! (The old way to fix it was to print about a ream of paper, rearrange, re-scan and shred.)

14 Document Splitter Groups Group pages easily. Color-Coded groupings show us exactly what we have BEFORE indexing!

15 Tedious Tasks Begone!

16 EOB & Financial Documents An enhanced use of InDxLogic DM 10 Bill Hambsh, CPA, CMPE

17 Before: Inefficient & Unsecure Non-encrypted PHI files on network Multiple staff involved in process Files of scanned EOBs are large, messy, not clear, turned multiple ways Cannot quickly find the right page, right patient needed Multiple applications required to get answers Other Financial Documents buried in the EMR chart Inefficient use of printed paper, resources

18 Previous EOB Workflow To Post and EOB 1. Go to carrier s website & print EOB pdf 2. Post entries, making notes on paper EOB document 3. Put all EOBs for that day in a file cabinet 4. Med Records staff picks up and scans all EOBs for that day, lumped together as ONE file, and stores on a Network Drive When the Patient calls with questions about bill 1. Look at ticket 2. Figure out which batch 3. Figure out which day the EOB was posted 4. Find that file on network drive 5. Scan through multiple pages to find that patient s entry

19 With InDxLogic DM we have Fully Electronic EOB

20 InDxLogic DM EOB Management EOB documents can be seen in CPS PM from the Patient Registration Page NFWC Test Patient

21 Benefits of InDxLogic DM Secure EOB management One staff member involved Clear viewable EOBs, with data layer tools (search, copy, annotate) Rapidly search/find patient on large complex EOB s Never leave Centricity to research One location for all Financial patient documents Less paper and staff resources

22 Now Efficient & Encrypted

23 Jeff Sardella CTO Southeast Neuroscience Center

24 Southeast Neuroscience Center Our Story SE Neuro 5 providers, 3 locations in rural area Centricity since 2010 Reports from 5 radiology groups are ALL on paper - NO CUSTOMIZABLE INTERFACES! InDxLogic gives us a highly customized interface. Would have been $5000/interface plus maintenance costs of managing cross reference files etc Saved us many, many hours of staff time

25 Neurologists Request: We must see all MRI Impressions in our Encounter Form

26 Before: Intensive manual data entry 1. Download PDFs from all five local Imaging Center 2. Open each PDF 3. Find patient in EMR 4. Start update and edit flowsheet 5. Copy and paste Impression into correct OBS 6. Index the PDF to the EMR

27 Now: InDxLogic automates acquisition of Impression Step 1: Send the document to InDxLogic DM 10

28 InDxLogic automated acquisition of Impression Step 2: Impression automatically pulled from the document and sends the data to the EMR.

29 Impression OBS term value appears in the encounter form with no manual entry

30 Questions? Bill Hambsh, CPA, CMPE Julie Sander, IT Apps Administrator Jeff Sardella, CIO InDxLogic