Document Scanning in Healthcare HEALTHCARE USE CASE CANON SOLUTIONS GENERAL OVERVIEW

Transcription

1 Document Scanning in Healthcare HEALTHCARE USE CASE CANON SOLUTIONS GENERAL OVERVIEW In healthcare today, hospitals, clinics, and practices of all sorts are subject to meeting strict regulatory guidelines with HIPPA (Health Insurance Portability and Accountability ACT) and the HITECH (Health Information Technology for Economical and Clinical Health) Act. Both of these Acts put an emphasis on protection of patient information, and impact everyone associated with patient records. This includes clinicians, administrative personnel, pharmacies, emergency services, and even outsourced billing services. While many hospitals, clinics, and family practices might use an EHR (Electronic Health Records) system to manage patient information, there often comes a time and realization that paper removal from the organization is essential and can be highly beneficial in the following ways: Faster response times Better use of staff resources Strengthened legal compliance Enhanced Patient ID and related processes System generated audit trails

2 CUSTOMER ISSUES Recently, a hospital partnered with other local healthcare and emergency services providers to improve their communication and increase efficiencies. One aspect of this collaboration is to move from paper to electronic patient records. The approach they took was to split it into two main elements: Back-file conversion of existing patient records Day-forward handling of paper A scanning bureau was created for the preparation, capture -using document scanners - and classification of the existing paper records. Once conversion of the back files was completed, the bureau was able to convert mail received by the hospital and enter it into the appropriate workflow. Removing paper from processes has been more of a challenge as this involves many different providers, and while good progress is now being made, paper is still present. Multi-Function Printers (MFPs) have been installed throughout the local healthcare network along with scanners in the rescue vehicles, to capture paper as soon as possible. This further speeds up the conversion process and aids in more effective treatment of the patient on-scene and en route to the hospital by allowing the emergency services personnel to access vital patient information in the vehicle. Figure 1: What have been the biggest benefits of your paper free projects? 0% 10% 20% 30% 40% 50% 60% Better records for audit trail or compliance Faster customer response Better monitoring of status and workloads Reduced staff resource Fewer errors Visibility/access for non process staff Better management of exceptions Improved ability to outsource or load share AIIM research 1 shows organizations are experiencing a number of benefits from eliminating paper from their processes. While compliance and better records for audit trail rated highest, faster customer response (internal or external) and a reduction of staff resource also rate highly.

3 At the Scene of the Accident A car travelling down the road loses control, swerves and hits a tree. Hopefully, all first aid responders treat and transport the injured the same way. However, not all EMT/EMS services vehicles are outfitted the same. The ambulance arriving at this particular accident scene has been equipped with a mobile document scanner that is connected to the hospital. Emergency responders scan the driver s license and health insurance card, capturing details that provide a link to the hospital patient record. As a result of the emergency responders sending this data to the emergency care center/hospital from their vehicle, emergency room staff are able to access the patient s history as well as gain an EMT assessment of the patient s current condition, prior to arrival. This pre-arrival notification allows the ER staff to check for allergies or ongoing medical conditions, and provide more precise instructions to EMT staff while the patient is in transit. At the Hospital Having positively identified him via the driver s license scan, the hospital found a medicine allergy and doctors were made aware of previous back injuries that will require examination upon the patient s arrival. Knowing in advance who this person is, ER personnel notify the lab, registration, and the administration offices of their patient s pending arrival to begin the admissions, and treatment processes. Medical Records received a request to ensure all patient records are made available, prompting the Records Manager to scan any outstanding paper files, using a document scanner, and add them to the patient s digital files. Additional hospital departments that are now involved in this patient s care include but are not limited to: Radiology Labs Pharmacy Registration and patient services Administration and finance Medical records

4 Figure 2: Have you made any of the following processes capture enabled or paper free? 0% 20% 40% 60% 80% 100% Internal HR: expenses, timesheets, on boarding, etc. Finance, accounts payable (invoices) Customer correspondence, help desk Specific line of business, forms based, external Contracts, procurement, shared services Other internal processes, e.g., approvals, quality, etc. Finance, accounts receivable (credit control) Case based, claims, investigations, consultations New applications, mortgages, members, accounts Logistics, delivery, manifests, etc. Plant records, inspections, engineering change Citizen benefits, permits, tax, census, etc. Paper Free Not Paper Free During the patient s time at the hospital, consent and health insurance forms were completed and signed by the patient. These were scanned using the department s MFP and automatically filed alongside the patient s medical records. The scanned insurance forms were also routed to the hospital s accounts department for processing and billing. Blood samples, x-rays, and other tests were taken for this patient and filed digitally to create a complete trail of the patient s records from the ambulance and emergency room as well as his X-rays, and to check his previous medical history, all from the same screen. Upon release from the hospital, the patient services representative using a department MFP, prints a package of medical instructions, and information regarding billing services and insurance coverage, and provides it to the patient as part of the preferred healthcare practices. Several weeks later, the patient has a follow-up visit with the family physician, also part of the hospital network. Upon arrival, the receptionist using a desktop scanner - scans the patient s driver s license and insurance cards, which not only confirms the patient s ID but also accesses the patient s digital medical records with a link sent to the laptop in exam room 3 where the patient will be seen.

5 SUMMARY This story has demonstrated a number of benefits to both the patient and the hospital from the use of scanning technology. The patient benefitted from not only receiving quicker treatment, but also having his history and current medications understood prior to his arrival by both the ER and EMT personnel. The hospital and family practitioner have access to patient information at any point in the local care network as well as being able to process charges and treatment authorization in an efficient way. The use of a central scanning bureau for bulk conversion work, along with distributed scanners and MFPs is an ideal solution for capturing paper that is coming into an organization at multiple points. Alternatively This story could have been different if scanning technology was not in use: The driver could have to wait to get to hospital before having his records checked, possibly extending treatment time. The hospital may not have spotted the driver s allergy and given him a potentially dangerous drug. Claiming treatment costs and further authorization from the driver s insurance company could have taken much longer. At any point paperwork could go missing. Overall information availability throughout the local area health network could have been less Photocopying could likely be used to capture the driver s ID documents etc. which can lead to security issues or errors, especially in a busy emergency room. References 1. AIIM Industry Watch, July 2013, Winning the Paper Wars capture the content and mobilize the process troops