COMPREHENSIVE SOLUTIONS FOR EHR ADOPTION

COMPREHENSIVE SOLUTIONS FOR EHR ADOPTION

OVE COMPANY OVERVIEW In 1981 John Cardone founded a records management business to partner with healthcare facilities, specifically health information management (HIM) departments, by providing a wide array of paper-based records management services. For over 30 years, Cardone Record Services (CRS) evolved alongside the HIM community to offer solutions that have helped healthcare facilities nationwide migrate from the paper environment to electronic health records (EHRs) of today. Since the passing of the HITECH Act in 2009, the United States government is mandating certain eligible professionals (EP) to adopt and demonstrate meaningful use of EHRs. Those physicians who decide to act on this law now will qualify for incentive payments; failure to comply will result in financial penalties. For many physicians, having the wherewithal to research, select and implement a certified EHR system in the mandated timeframes that meet practice needs will be very challenging. Most physician practices are neither staffed nor equipped to tackle such a feat especially while meeting the everyday challenges of the modern day healthcare demands. This propelled CRS to use its 30 years of expertise in information technology to create a physician focused company called Cardone EHR Solutions. By drawing on this experience, Cardone EHR Solutions delivers a comprehensive suite of services for physician practices to assist in successful implementation of an EHR and compliance with the HITECH Act. 2

HIM CREDENTIALED MANAGEMENT Cardone EHR Solutions realized that implementing a successful electronic health record in a physician practice would require not only intense training of the selected software products but also staff with the acquired hands-on experience in the healthcare environment. Hospitals have utilized the talents and experience of Health Information Management (HIM) professionals (RHIT and RHIA) in managing their medical records for many years. Their expertise includes coding, transcription, cancer registry, and utilization review among other health information areas. In recent years they have taken on the role of HIPAA compliance officers within healthcare facilities and are usually responsible for confidentiality and security of health information records. By employing staff who have earned a specialized education and training in health information management with years of real-world experience managing health information records, Cardone EHR Solutions has unique insight into many components required to make the transition to an EHR successful. Using our in-house information systems (IS) staff specializing in healthcare records, our company serves as the intermediary between your practice and the EHR software engineers. Providing effective communication and troubleshooting are great benefits because most physician offices do not have their own IS staff to perform these time consuming functions. Cardone EHR Solutions combines an intimate understanding of medical record processes with utilization of HIMcredentialed management, an array of implementation concepts, and a variety of practice management (PM)/EHR software. In this way, our company provides a valuable and comprehensive service for physician practices of all sizes. ALED CLIENT LISTING Over 500 healthcare clients including: University of Chicago Medical Center, University of Iowa Healthcare, University of Michigan Health System, University of Wisconsin Hospital and Clinics, University of Texas Medical Branch, Eisenhower Medical Center (CA), Johns Hopkins Hospital (MD), Aurora Health Care (WI), Children s Memorial Hospital (IL), Advocate Christ Medical Center (IL), Contra Costa Regional Medical Center (CA), Danbury Hospital (CT), Hilton Head Hospital (SC), John T. Mather Memorial Hospital (NY), Northwestern Memorial Hospital (IL), Rady Children s Hospital (CA), Provena Saint Joseph Medical Center (IL), St. John s Hospital (IL), St. Jude Medical Center (CA) 3

SEVEN STEP PLAN Cardone EHR Solutions provides an all encompassing seven step plan for advancing toward electronic health records which includes: on-site evaluation, solutions review/ demonstration, system selection and implementation, consultation, staff training, workflow improvement recommendations, and ongoing maintenance and support. These services are designed to assist in creating a roadmap to implement systems that are accepted and used in any size practice. 1STEP ON-SITE EVALUATION During the on-site evaluation our HIM credentialed managers and software specialists review with your staff the daily operations and workflow of your practice. Evaluating the entire patient experience from scheduling the appointment, to the patient visit, coding the encounter, billing and follow up procedures, enables our consultants to fully understand the priorities and needs of your practice. We also notate preferences regarding the functionality of EHR systems such as template based or template free systems. With this analysis, we then examine which would be the most appropriate software to aide in your office s daily operations. 2STEP SOLUTIONS REVIEW/DEMONSTRATION Offering an array of the highest rated physician based EHRs on the market, including SOAPware, Praxis, Allscripts, MDsuite, Harmony and others, Cardone EHR Solutions will perform demonstrations of a variety of software systems that we offer. Viewing multiple practice management and EHR systems, exposes you to an assortment of charting styles which assist in determining what system design will best meet your needs. 3STEP SYSTEM SELECTION & IMPLEMENTATION What distinguishes Cardone EHR Solutions from our competitors is the customizable implementation model of our services. While many EHR vendors will only sell software and provide minimal training, we believe in delivering real value to clients by offering complete installation and on-site or remote staff training. Our in-house IS staff and software specialists then deploy and configure each system to match the way you document patient encounters. We then take you through the entire process to ensure understanding and usability of your EHR. 4STEP CONSULTATION After reviewing various systems, a consultant will work with you to devise a solution for beginning the implementation of your EHR and/or PM system. Working with you and your staff, we review installation processes and workflow adjustments. Throughout the implementation we continue to examine and assess the process to identify inefficiencies or areas of improvement. We then can offer workflow recommendations where needed to ensure your practice is benefiting from the most streamlined operations possible. 4

5STEP 6STEP 7STEP STAFF TRAINING A vital part of the advancement and implementation of EHRs is staff training. Achieving buy-in, not only from the physician but also other staff members, is crucial to maximize the efficiencies and return on investment of EHRs. Without adequate training a system is destined for failure. For this reason, Cardone EHR Solutions nurtures the learning process and provides exhaustive training sessions with all needed staff. Overseen by HIM credentialed professionals, these on-site or web based training sessions can be tailored to meet your staff s needs and understanding. Additionally, we offer a number of plans to continue with ongoing training and support. WORKFLOW IMPROVEMENT RECOMMENDATIONS Once your practice has begun using the EHR/PM software, our consultants maintain contact with you regarding functionality and concerns pertaining to the system. Additionally, we review your processes to identify inefficiencies or areas of improvement. We then provide workflow improvement recommendations to ensure your practice is benefiting from the most streamlined processes possible. ONGOING MAINTENANCE & SUPPORT Going forward, having access to ongoing maintenance will be crucial for the functionality and continued long-term use of electronic health records. With multiple plans available, Cardone EHR Solutions enlists our HIM credentialed managers and software specialists,who will make regular visits to your office to oversee the extended maintenance required to keep your system running at optimal performance. Also available are upgraded maintenance options which include having an EHR support specialist available after hours to provide emergency assistance when needed. With any of our maintenance options, you can rest assured knowing that we will provide you with all the needed support to ensure productive and functional software and hardware. This thorough and in-depth implementation plan will provide a roadmap to guide your practice through the entire adoption of electronic health records. With Cardone EHR Solutions as your partner, you and your staff will become advanced users, comply with meaningful use of electronic health records, and realize all the benefits that EHRs can afford you. We guarantee it! SEVEN STEP P 5

DOCUMENT MANAGEMENT SOLUTIONS HYBRID RECORD Most patients historical information resides on paper and a vast majority of healthcare transactions still take place on paper whether it is being generated in-house or received from other facilities. This creates a hybrid record environment: a system that uses manual and electronic processes to create both paper and electronic documents. Managing dual systems is burdensome for staff because each system must be accessed in order to maintain a complete patient history. Cardone EHR Solutions along with its affiliate CRS can provide proven solutions to eliminate the hybrid environment. By taking advantage of one of these options a major hurdle of working with an EHR can be eliminated. RECORDS STORAGE/SCAN-ON-DEMAND Storing and retrieving hardcopy records can be simple, convenient and cost-efficient. Our state-of-the-art storage facilities are open 24/7/365, meet all HIPAA compliance regulations and employ a staff of document specialists providing supervision and security to ensure vital documents remain safe, intact and readily accessible. Our climate controlled facilities feature anti-theft security and fire protection systems, so you can be confident knowing your records are being handled with the utmost confidentiality and security. To speed retrieval and ensure greater control throughout a record s active lifecycle, our staff will index your records to generate an accurate listing of the records being sent to storage. We will then transport your records to one of our facilities where they will be inventoried and put in our secure storage racking. Requesting patient information is safe and easy using our online erecall system. You simply log on using your secure password to the erecall template, key in the patients name and identifying information and our system will then tell you where the record is located. This information is transmitted to our facility where we retrieve the hardcopy records, scan/ digitize it and download it back to your EHR. Hardcopy records need never to leave our storage facility. It is quick, efficient and, most importantly, a safe process. Stat requests can be electronically delivered within 30 minutes, day or night. This cost-effective storage solution will immediately free up crucial office space to be used for other revenue generating activities and allows you a safe convenient method for storing your hardcopy records. 6

ON-SITE DOCUMENT IMAGING For those practices that want to eliminate long term storage costs and incorporate all of a patient s history into an EHR, we offer our on-site scanning solution. Many physician offices operate with minimum staff and do not have the time or necessary resources, such as equipment and software, to devote to special projects such as scanning (digitizing) paper documentation. Cardone EHR Solutions can perform this labor intensive task on-site at your practice in a fraction of the time and money it would require to do so yourself and eliminates the need for your records to leave the office. Scanning your patient historical data is proven to be a highly economical way to build a foundation for a fully functional, robust EHR system. These scanned/digital images can be incorporated into your EHR allowing you all the benefits of a true EHR totally eliminating future storage costs and avoiding the hybrid environment. Paper will always be a factor in a physician practice, whether generated in the office or received from other healthcare providers, necessitating the use of scanning software. Our electronic document management software, MRVIEW was developed to specifically address the functionality and security needed when managing patients health information. It encompasses unique features for maximizing throughput and accuracy, such as: bar code recognition, de-speckling, auto-straightening, and more, while its security features include an audit trail and record lockout for HIPAA compliance. MRVIEW also has the capability of communicating with any EHR system, allowing scanned material to be imported as standard TIFF, JPEG, GIF or PDF images. Having the ability to access all patient information remotely and in a timely manner, can be a crucial function for a physician. The need for this important function prompted our company to develop the MRVIEW Web. With many key functions as a client server installation, MRVIEW Web provides safe, convenient access to patient records from virtually any computer or mobile device (e.g. ipad, laptop, etc). 7

To learn more about Cardone EHR Solutions and its products and services, contact us today: Cardone EHR Solutions Corporate Headquarters 1701 Woodfield Road, Suite 1100 Schaumburg, Illinois 60173 888.820.5646 www.cardoneehrsolutions.com