Mailroom Automa,on for Medicare Reimbursements, Check21 and Correspondence

Transcription

1 Mailroom Automa,on for Medicare Reimbursements, Check21 and Correspondence

2 Introduc,on Jim Rule President, Raster Masters Formerly Chief Technology Officer for Cri>cal Technologies Over 20 years workflow and document imaging experience Patent holder for method of image delivery as ASP service Extensive experience in design, development and deployment of complex imaging workflow solu>ons

3 Raster Masters Full Service Imaging Provider Image scanning services for archive and retrieval Electronic and physical records storage management Imaging sokware sales and support Lockbox services Imaging and workflow consul>ng

4 Agenda Review of the Business Process System Overview Process Transi>on Diagrams and Workflow Mastering Efficient Processing of Complex Transac>ons Q&A

5 System Overview Intake Processor for MSPRC incoming mail What is the Medicare Secondary Payer Recovery Contractor? System Input USPS Mail, Express Mail, Bulk Mail, Fax and Web Portal Average transac>ons size is 8 pages 10% of transac>ons contain payments System Output Check 21 deposit A/R pos>ng and workflow transac>on files Outgoing correspondence

6 Process Transi,on Extract / Scan Incoming Mail Slit Mail Image Capture Index Images Deposit Delivery

7 System Diagram

8 System Components Physical Mail Tracking O Neil RS- SQL Records Center sokware Mail Opening/Image Capture OPEX AS7200i with Certain Scan Kodak Ngenuity with Raster Masters Image Envoy Automated Mul>- Line Fax Server Custom interfaces to COB Web Portal

9 System Components Workflow, Data Capture and Output Mavro s MavBridge Solu>on Suite Hosted Online Services Cri>cal Technologies imagio repository Hardware and Network Infrastructure HP servers MicrosoK Data Center VM environment

10 Raster Masters Seven Step Plan for Success 1. Leverage your business strengths 2. Understand the system input 3. Let technology drive the process 4. Constantly analyze and verify the process 5. Understand staff capabili>es and weaknesses 6. Use system vs. human controls 7. Set expecta>ons and involve the customer

11 1. Leverage Your Business Strengths SoKware integra>on and engineering background Partner with best- of- breed components Opex Mavro Kodak Cri>cal Technologies

12 2. Understand the System Input Challenge of Mixed Content Opex open and scan from the envelope Mavro virtual batching eliminates pre- scan sor>ng Tradi>onal scanning for bulk mail Automated input and batching of faxes Automated processing of web portal uploads All input is merged into one system for common tracking

13 3. Let Technology Drive the Process Automated input processes for electronic documents Mavro virtual batching Mavro op>mized workflow Image recogni>on CAR/LAR, barcodes Use Smart Logic where possible Auto assignment of metadata values Auto genera>on of outgoing correspondence

14 4. Constantly Analyze and Verify the Process Dashboard tools for real >me analy>cs System threshold alarms for warnings and errors Iden>fy bollenecks Allow for resource planning and capacity management

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17 5. Understand Staff Capabili>es Master each process yourself Iden>fy knowledge workers and processes Normalize workers across processes U>lize dashboard metrics to verify performance Recognize staff for excellence

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19 6. Use System vs. Human Controls Iden>fy out- of- tolerance condi>ons with alarm thresholds Automate and validate all interface handoffs Define transac>on rules Create a common process for all input types Monitor checkpoints at key processing steps Build in audit and compliance to the process

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21 7. Set Expecta>ons and Involve the Customer Train them on the process Demonstrate your knowledge, process and tools Be willing to bend when reasonable

22 Ques,ons?