How to Choose a Charge Capture System to Fit Your Medical Practice. Updated January 29,

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1 How to Choose a Charge Capture System to Fit Your Medical Practice Updated January 29,

2 Charge capture software gives health care providers the ability to electronically capture inpatient charges and patient data at the point-of-care. It allows tasks historically done on paper, from entering patient data to creating bills to generating reports, to be done from the web or a mobile device. The digitization of information that charge capture makes possible is transforming patient encounters. This technology eliminates the need to write out patient notes, decipher coding, and check paperwork. It enables increased time with patients and curtails the major weaknesses of paper processes, such as lost charges, insurance denials and decreased revenue cycle time. A University of Illinois study found that using an electronic charge capture system reduced administrative costs, simplified record keeping, and prevented errors in data entry. 1 A charge capture system is an integral tool for boosting physician productivity and maximizing practice revenue, but what should providers and administrators look for specifically when selecting a charge capture system? Ultimately, your needs as a provider will determine what you look for in a solution. However, not all charge capture systems are created equally. When evaluating those that promise the world for free or even at a nominal fee, it is important that you have enough data to make an informed decision. Here are six key questions to ask before selecting a charge capture solution. 1. What Does the Quote Include? Many free or inexpensive charge capture systems are not as cost-effective as they claim. It is important when selecting a charge capture system to ensure that there are no hidden costs which change a purportedly affordable solution into an expensive headache. Here are some important factors to consider when weighing your potential charge capture choices. Find out how access by various personnel is structured. Ask if there are different rates for billers and administrators. Is the price is contingent on the length of the contract? Ask about platform flexibility and determine which ones are included. For example, the price may only include a personal computer or Mac and using a mobile phone or tablet incurs an added cost, or isn t even an option. Clarify that the system can be customized to your practice. If so, how and what are the costs? Ask how long the customization process takes. Determine if the charge capture software will work effectively with your current system, such as your billing system, or if you need to switch to another. Many free charge capture options must be used as is, which users often find difficult to adopt and cumbersome at best. Find out if there are setup fees or other types of fees. For example, does customizing the software require a consulting fee? The key is to know the full expense and scope of the system before the contract is signed and the software purchased. 2. How Intuitive Is the User Interface?

3 Price is an important factor to consider when selecting a charge capture solution. However, almost as important is how easy the software is to use. A free charge capture system that slows down and frustrates providers is worse than no charge capture solution at all. Make sure you take the usability of the software into account when choosing a charge capture solution. Here are some key questions to ask. How much time does it take to learn and how easy is it to use? In terms of navigation, see how quickly you can move from screen to screen. Also make sure that the process of capturing a patient charge on the solution is simple enough that your providers can integrate it into their routine. How easily can the software be used across platforms? Check the continuity of workflow from one platform to another. For example, when selecting a patient on the web and iphone, do you see the same content menus? Can you move from your computer in the office to your device and pick up where you left off? Or do you need time to readjust to the different format? Can you see a demonstration of the software on each of the platforms you will use? Often the platform shown in the demo may be superior to other options. Clarify how often technology is upgraded and what drives the improvements. Ask if feedback from current customers is used when updating the software. Are system upgrades a part of the contract or do they cost extra? A solution you have to pay to upgrade is not a solution at all; it s a money pit. For health care, this is particularly important when considering the upcoming transition to ICD-10. See what the proposed solution is in terms of ICD-10 compliance. 3. What Kind of Connection Does the Solution Require? Being able to use a charge capture solution at the point-of-care is one of the most important aspects of this software. It helps ensure that the data captured is 100% accurate and that the efficiency of the provider is improved rather than impeded. However, there are a surprising number of charge capture solutions that do not work without a dedicated Wi-Fi connection. Here are some good questions to ask to ensure that your choice of charge capture solutions can be used in any environment. Can the system only be used when there is an Internet connection? For dedicated web users, this is less of an issue. But for providers and administrators who want to be able to use charge capture in any environment, this is a crucial factor to consider. Charge capture systems that require uninterrupted connectivity also have a higher risk for lost data. Can the charge capture solution be used at multiple facilities? For a provider working on a mobile device and/or at multiple locations, it is critical to know how the software works with poor reception. This ensures that you don't have to wait for good

4 reception before moving on to your next patient or to your next location. If the charge capture system leaves you making written notes for later input, the mobile option is not really mobile. How does synchronization work? Synchronization is the process in which new data is uploaded to a server and downloaded to your device. Discuss how often it should take place and when it should be done. For example, should you synchronize each day? Ask how long synchronization takes and determine if you can continue working with the charge capture system while doing so. 4. How Secure Is Patient Data? There s no question that data security is paramount when choosing a charge capture system. Not only is it important for HIPAA compliance, but confidentiality is part of the contract between provider and patient. Make sure your charge capture choice is using the most up-to-date methods of protecting your data. Here are some good questions to ask to parse out how safe a charge capture solution is. Is there a possibility of information being breached? The health information of your patients cannot be compromised nor can your reputation as a provider. Where is the data housed and what measures are taken to keep it secure? Inquire about outages, backups, etc. Determine if the software is encrypted. Find out how often security measures are examined, who determines security protocols, and with whom this information is shared. 5. Can Hospital Data be Integrated with this Solution? Another key consideration is how well a charge capture system can integrate with existing systems. Integrations allow for the quick and continual exchange of data between systems, ensuring that all users have the most up-to-date patient data. The capacity for a solution to get real-time information from a hospital or to pass charges directly into your billing system can be extremely valuable. It frees providers and administrators up for more important aspects of patient care and allows billing staff to focus on charge review rather than data entry. It is important to investigate what integration services are available before committing to a charge capture solution. Some solutions require that other systems be purchased for the integration to work or to work more efficiently. Others charge a precipitous price for integrations. Still others have had users purchase a "package" in order to get the specific aspects of the software they want. Here are some questions to consider when evaluating the integration aspect of a charge capture solution.

5 What kinds of integrations are available? Can the charge capture solution integrate with your current billing system? Can the charge capture solution bolt on to your current EMR/EHR to serve your inpatient billing needs? Can it integrate with the hospitals where you practice? Is there an integration at your hospital already? Do you need to buy or switch to other systems for the integration to be effective? How much time does it take to complete the integration? Are you looking at weeks or months after you sign the contract before an integration is in place? Does the company you are considering handle all aspects of setting up the integration? Or are you responsible for some of the contact work? What is the cost of the integration? Is it a one-time cost plus a monthly add-on? Is the cost charged by provider or by the practice? 6. How Much Support Will You Receive? While your goal should be to find an intuitive charge capture system, no matter how good the software is, you will at some point need support for your device. And when that time comes, you want to make sure that you ve got a team at your service to ensure that issues can be resolved in a timely manner. Additionally, training sometimes costs extra, which is another hidden fee you should try to avoid. Here are a few good questions to ask about support for the charge capture solution you are considering. What training opportunities are available? Is it a one-time option for a few or for everyone? If additional training is needed, does it cost to get more? How quickly can you get it? Can training be arranged around your schedules, regardless of the time of day? Ask if you will have a dedicated account manager who gets to know you and your practice. What are the support response times and methods? How long does it take to get a reply? Can you speak to someone live to help troubleshoot? Should you expect a reply only during business hours or at any time? What is the process if you have a question on a weekend? Conclusion Like any big decision, take your time when choosing a charge capture solution. The right charge capture system can simplify your life, while the wrong one can slow down and frustrate providers. Make sure to look at different companies to compare their products. If you are still uncertain, ask to speak to current customers. It will be well worth your time and energy to find the best fit for you and your practice.

6 About MediMobile MediMobile is the leading provider of mobile charge capture technology today. We use state-ofthe-art technology on the web and across all of the mobile platforms we develop for. Along with charge and data capture, our solution allows you to manage your schedule, collaborate with other providers, track PQRS and quality care measures and generate over 90 reports for your practice. Our one-cost pricing is simple and offers no surprises. In addition to initial training, you are assigned an account manager for ongoing questions and needs. We customize our software to your practice and work with your current systems. You can enter data on a mobile device even when there is no Internet connection. The information is stored until you are able to upload it. In addition, security is a priority. We have high levels of encryption on our software and on all data during synchronizations. Our servers are housed in a Tier 1 secure facility where data backups are also encrypted. For more information, contact us at or call us at Jao, Chiang S, Cathy M. Helgason, and Donna A. Zych. "Implementing a Computerized Charge Capture System to Improve Billing Work Flow and Reduce Errors in Data Entry." Journal of Computers 4.2 (2009):