Organization and Clarity Through Medical Records Management InDxLogic Works!

Transcription

1 Organization and Clarity Through Medical Records Management InDxLogic Works! Noreen Headley Systems & Revenue Cycle Manager

2 Objectives Implement best practice standards and efficient document management for our 17 member practices using InDxLogic DM Tools. Automate the indexing of documents, faxes and mail in just 6 weeks, quickly moving away from tedious manual indexing. Streamlining the onboarding process of new practices coming from paper and/or other EMR s. Created an interface with IDL and our own Pathology Lab Department. Records printing or exporting in a matter of minutes!!! File EOBs to the CPS PM. Claims research now takes seconds. EOB management is night and day!

3 The Story of FASMA In October 2011, FASMA opened its doors with eight founding owners and 15 providers 11 office locations 11 ways to do things Chaos for our records! The partners demanded standards!! We want FASMA to feel like one practice to our patients no matter which office they visit. - Dr. Levine CMIO

4 The Story of FASMA Continues. Today October 2016, FASMA there are 45 providers 23 office locations 1 Correct ways to do things THE FASMA WAY! Standardization! Efficiency! We want FASMA to feel like one practice to our patients no matter which office they visit. - Dr. Levine CMIO

5 FASMA Timeline to Efficiency 2011 group formed & started with a small podiatry EMR not enough! 2013 CPS PM and EMR with DM almost there 2013 Fall found InDxLogic Solution 2014 InDxLogic DM 10 installed 2014 EOB indexing released 2015 Created workflows for DM 10 Implementation 2016 Optimizing InDxLogic Workflows

6 InDxLogic Automated Indexing EOB MANAGEMENT FOR CPS PM

7 Our EOB s are stored in the CPS PM

8 Just Click the Document Management Button to see each patient s Financial and Admin Documents Martha Clancy

9 Three Quick Steps to Store EOB s 1. Download or scan today s EOB s 2. Post Payments in CPS 3. File EOB with InDxLogic EOB Manager Now every EOB is easy to find by patient name, ticket number, batch number or check number.

10 1. Save all PDF files posted to today s batch Download electronic copy of each EOB from payer website Scan EOB s that come on paper Save in a temporary folder

11 2. Post Remittance from EOB s

12 3. Log into InDxLogic to File using EOB Manager

13 In EOB tab click Select New Document button

14 Pick EOB Document from today s folder

15 The EOB will be visible in the Viewer

16 Select Batch Number from Dropdown List

17 Enter the Check Number and click Search

18 All the CPS PM tickets will be found and attached

19 Click Index to send the EOB to CPS PM

20 The EOB goes to the Document Management Button

21 Find the EOB and click Show Martha Clancy

22 Then find your patient using search Clancy Clancy, Martha

23 Efficiency Rocks! STREAMLINING PATIENT CARE

24 We had a problem at the front desk: our 6 registration documents took too much time to file!!

25 Our registration documents took 42 steps to index 6 documents per patient each required: Find patient in PM Click on Document Management Button Scan document Select Location Select Provider Name the document Select PM or EMR Index Solution: Print the Patient Profile cover sheet OR Label Scan all 6 documents together Save the file to InDxLogic Registration Forms Martha Clancy DOB: 10/12/1962 InDxLogic indexes it automatically Presentation contains only fictional patient identifiers

26 All our patient forms print from the EMR makes FASMA groups feel cohesive and professional Jon, Lloyd And once we scan them and they go directly to the patient s chart Presentation contains only fictional patient identifiers

27 Our Standard Orthotics Form saves us money $$ Jon, Lloyd Authorizations don't get misfiled Presentation contains only fictional patient identifiers

28 Estimated Cost for Processing Handwritten Documents: in ONLY 6 Months $10,624 Projected Savings With Improved Document Handling Process: $6,960 saved over 6 Months

29 Projected Cost Savings Over 5 Years 1 Year = $ 13,920 3 Years = $ 41,760 5 Years = $ 69,600 *JUST IN STAFF TIME!* 80,000 70,000 60,000 50,000 40,000 30,000 20,000 10,000 0 Cost Savings 1 Year 3 Years 5 Years

30 GETTING STAFF TO USE NEW WORKFLOWS

31 Realized we still lacked standards for handling of paper documents like mail/faxes/consents and more All 11 offices were indexing into the EMR Slow turn around, inconsistent, costly

32 Found InDxLogic problem solved! Each practice submits their own documents We file them centrally using automation: they always go the right place in CPS Superuser Indexer manages the exceptions Offices now just scan documents (Less time) Most go directly into the EMR Rapid turn around, highly consistent, reduced cost

33 TEAM EFFORT!

34 Educating The Clinic Get the physicians onboard Evaluate their current workflow & processes to determine what is/is not working Created NEW standardized workflows across all 24 Offices Trained each person on what INDXLOGIC is & How it works: WHY? Trained each office on new workflows Removing paper from clinics Adding/Creating new forms as a handout Identify documents that do not need to be scanned Providing feedback Developed scanning guide for coversheets/labels/folder to scan to

35 We optimized Centricity with InDxLogic We want our practice to run smoothly and efficiently. InDxLogic helps us do that. - Dr. Levine CMIO

36 ADDITIONAL BENEFITS

37 Our Operative Reports now appear in preview screen Martha Clancy /08/ /12/1962 Seth Rubenstein MD Presentation contains only fictional patient identifiers

38 We store the procedure name and date from our Operative Reports for Postop Encounters Martha Clancy /08/ /12/1962 Seth Rubenstein MD 08/05/14 Presentation contains only fictional patient identifiers

39 Pathology Lab Interface GE interface creates a PDF for printing PDF drops directly into IDL folders as a signed document Turn around time is amazing No manual intervention High Quality PDF Can auto complete orders

40 KEEPING UP WITH EFFICIENCY

41 Monthly Partner Report

42 On Going Audits Weekly Progress Audits Monthly Scanning Boot Camp Quarterly Partner Meetings Yearly Site Education and training On going Team Support & Effort

43 Why go with InDxLogic? Suddenly everything was centralized in GE Centricity We realized that every office was doing things differently! Needed Business Tool to support our internal workflows Wanted standardization and ease of use Performs like an interface for mail and faxes InDxLogic manages thousands of unique documents Wanted to avoid printing whenever possible Incoming efaxes sent directly to the EMR Save $$ We can measure productivity and document volume now EOB Management

44 Solutions for Improving Patient Care Cutting Staffing Time & Document Costs Prescriptions and refills must be entered in the EMR Enter all orders into the EMR - Completion Every document must have patient identifiers Print patient education handouts from EMR Set expectations, hold staff accountable Send problematic documents back to the staff member to correct. Weekly feedback to office managers regarding document issues. Monthly partner report