System Overview and Features Prepared for AceScript

Transcription

1 System Overview and Features Prepared for AceScript September 7, 2018 Prepared by: WebChartMD P.O. Box 6154 Johnson City, TN option 2 for Sales

2 Table of Contents Table of Contents... 2 Introduction... 3 About WebChartMD... 3 Key System Features... 4 Voice Capture Options... 5 Recorder Upload... 5 Smartphone... 5 iphone or ipad... 5 Android phone or tablet... 5 Traditional Telephony... 5 Telephony Set-up & Functionality... 5 Audit & Security Features... 6 Protecting PHI in the Digital Workplace... 7 End-User System Requirements... 7 System Costs if Used as Cloud Service... 8 Portal Usage... 8 Interface Capabilities... 8 Telephony... 8

3 Page 3 System Overview for AceScript September 7, 2018 Introduction An increasing number of healthcare facilities are demanding a higher level of sophistication, security capabilities and workflow features from their technology partners. Features frequently required include better HIPAA security measures, EHR integration, customized telephony solutions and portal-based document management tools, to name a few. The team at WebChartMD recognized these challenges and developed a unique web-based system that provides healthcare services companies with a comprehensive workflow management application with features like: 1. Complete system management via an easy to use, web-based platform. WebChartMD s intuitive platform design allows MTSO staff to manage the smallest level of detail with ease via web-based tools that incorporate the latest HTML5 technology. 2. Microsoft Word-based system. Health systems are accustomed to working in Microsoft Word, so WebChartMD s entire system is designed around Word so that there s never any discrepancy between what the transcription team sees and what the client sees. 3. Interface into your client s EHR. WebChartMD s in-house interface writers are experts in HL-7 and non-hl-7, inbound and outbound interfaces. WebChartMD has its own proprietary interface engine removes the need for third party applications for the creation or deployment of interfaces. 4. Capture voice via call-in telephone or via digital hand-held recorders. WebChartMD s own Asterisk-based telephony solution emulates all keypad and workflow steps that providers are accustomed to using with their current telephone dictation system. 5. Audio file management that includes audio files routing via pooled scenarios and direct routing relationships; change routing and transcription assignments on the fly; enable QA intervention based on Care Provider, transcriptionist, or individual documents in a multi-tiered configuration. 6. Powerful financial and productivity reports related to turn-around times; on time and late reports; MT and QA productivity; costs per line; gross margins per account, dictator, and template type. About WebChartMD Commercially launched in 2007, WebChartMD is an industry leader in providing software as a service to over 100 medical transcription companies nationwide serving over 8,000 physicians and 1,200 healthcare facilities. With eight years of experience and more than 20 million documents processed on the platform, the Company s singular focus and expertise is in clinical documentation workflow technology, from the point of voice capture through all aspects of document production, review, e-signing and EHR interfacing. The company has extensive expertise in writing EHR interfaces, with interfaces written and deployed in close to 50 different EHRs, some with multiple deployments, and each written by WebChartMD s own team of interface engineers. The company is based in Johnson City, Tennessee.

4 Page 4 System Overview for AceScript September 7, 2018 Key System Features WebChartMD allows Providers and their staff to process documents directly from their web account, including: EHR interfacing. WebChartMD s web-based technology is designed to help physicians regain lost productivity through an increased use of dictation in their workflow. Our web-based technology integrates and compliments your EHR use through an automated import of transcribed documents into the patient s record within the EHR. Smartphone dictation. Physicians can use their iphone or Droid smartphones to dictate patient notes wherever and whenever, with encrypted file transfer into the workflow. Off-site staff relocation. The cloud-based nature of the application means that medical transcriptionists can work from home or any other remote location, thereby freeing up office space within the healthcare facility. E-sign and countersign. Attending physicians can e-sign their own documents and countersign the e-signed documents of residents or other associated care providers. Online document review. Edit, print, and process patient notes through our online application, which provides anytime/anywhere document access in a HIPAA compliant environment. Auto-faxing and auto-printing. Use our system to automatically fax and/or print your patient notes to recipients on a variety of different workflow triggers like when the note is initially completed, or when it is e-signed. Document archiving. 100% of all transcribed notes are archived and searchable on-line, 24/7, regardless of when they were transcribed. Document archiving insures continuity of care in the event of EHR downtime. HIPAA Compliance. All documents carry two different auditing controls which log in every document access. Staff can be assigned up to 16 different permission levels for document access and control, and all documents rest on servers in a biometrically controlled environment at 256-bit encryption. Fully customizable call-in dictation system. WebChartMD s phone system can completely mimic your current phone system s workflow and keypad entries all the way down to retaining the physician s current ID. Manage multiple locations. Web-based account management enables clinics with multiple sites to limit or allow document access across staff, physicians and locations. Search / Sort. Documents are never removed from your clients online accounts, so they have the ability to always access all documents you ve ever transcribed. Electronic CC Review. This feature allows courtesy copies to be sent electronically between providers within the same health system rather than via fax or mail.

5 Page 5 System Overview for AceScript September 7, 2018 Voice Capture Options WebChartMD supports a wide range of voice capture options, including: Recorder Upload WebChartMD s CPClient is compatible with any recorder that is recognized as an external storage device, which is true for more than 90% of recorders on the market. This new approach to file uploading means that the recorder s install disk and drivers no longer needs to be installed on the computer for the CPClient to be able to function. Smartphone iphone or ipad We recommend the Dictamus app from Jyoti, available at the app store for $ This application supports secure FTP (encrypted) file transfer. See Android phone or tablet We recommend the Dictadroid, available at Google Play for $2.99. This application supports secure FTP (encrypted) file transfer. See: Traditional Telephony WebChartMD s Asterisk-based telephony solution was written to maximize customization and configurability for clients using a variety of different keypad commands and workflows. Both toll-free and locally based numbers are available for use, and redundant phone numbers on two different telco networks are provided. Telephony Set-up & Functionality WebChartMD s telephony software was designed using a modular approach that allows the system to be custom configured to emulate virtually any currently deployed system. Highlights of the system include: Customizable keypad commands Author keypad entry loads demographics and selects work-type ID and /or PIN, with or without pound terminator Current IDs and/or PINS can be used Workflow sequence/order of prompts is totally customizable Existing system s voice prompts can be loaded onto WebChartMD Tones can be added/removed to mimic current system

6 Page 6 System Overview for AceScript September 7, 2018 Audit & Security Features WebChartMD has the following primary features for Audit and Security: All Web traffic is sent over a 128-bit encrypted SSL channel. All dictations and documents are stored in an encrypted form in the database. A 256- bit AES (Rijndael) encryption scheme is used to accomplish this. The same scheme is also approved for securing TOP SECRET US Government data by the NSA ( All passwords are stored using a one way hash and a random salt value. When users authenticate themselves on the web portal, the passwords entered are hashed as well and only hashes are compared, thus increasing user password security. WebChartMD allows the Practice as well as the MT Vendor to edit documents online via the web portal. Prior iterations of all documents edited in this fashion are preserved as well to maintain full history. Thus, when the audit trail says the document was edited, the user is able to look in the prior iterations and see exactly what edit was done. All Document and Dictation access is captured in an extensive audit trail, with every action taken against the document or dictation being made available to view via the web portal. Each action is also marked with a date/time stamp, the type of action, and the username of the person who performed the action (see below image). All document edits are stored in a Document History archive, which retains each version of the document, and displays who made edits and when. Figure 1: audit trail attaches to every document.

7 Page 7 System Overview for AceScript September 7, 2018 Protecting PHI in the Digital Workplace WebChartMD takes the following steps to protect PHI from being stored on the computers of employees involved in the production and management of patient healthcare information: Many web-based systems inadvertently store files accessed from a web-based application in a Temp or temporary internet folder. WebChartMD s system sweeps the user s Temp directory and automatically purges all PHI that was opened by the user after each access to their online account. After transcribing and uploading a completed document, WebChartMD immediately purges the audio file from the transcriptionist s computer. A copy of the completed transcription can be configured for storage on the transcriptionist s computer in a hidden folder (ShadowCopy) for disaster recovery purposes and purged at a configurable time interval. Figure 2: Document history audit trail End-User System Requirements WebChartMD utilizes Microsoft ASP.NET 3.5 and 4.5 source code. Minimum system requirements for successful operation include: For physician offices uploading from recorders: Windows XP, Vista, 7 and 8 40 MB available hard drive space Microsoft Word 2003 or higher Compatible with all browsers Microsoft.Net Framework 3.5 installed Broadband (High Speed) Internet access 1 GB RAM minimum For transcriptionist computers: Windows XP, Vista, 7 or MB available hard drive space

8 Page 8 System Overview for AceScript September 7, 2018 System Costs if Used as Cloud Service Portal Usage WebChartMD is a turn-key solution offering clients a wide range of services and support for one low price. WebChartMD s discount volume pricing tiers are as follows: Monthly Lines Full Platform ($) Local phone/min. Toll-free Fax/Page 0-100, , , , , , ,001 1 million >1 million Services provided include: All system hosting and redundancy. All staff installs and trainings. All transcriptionist installations and training. Unlimited users / unlimited number of workstation accesses. All ongoing tech support (our helpdesk is in the US) All uploading from hand-held recorders All document storage without limitation on size or number of files All software and upgrades No start-up fees or set-up fees Please note: rate does not include import / storage of legacy documents Interface Capabilities WebChartMD will develop, implement and provide on-going maintenance for all standardized interfaces at no cost (assumes interface can be configured by our standard interface engine and completed within five hours). Telephony WebChartMD will, at no additional cost, develop, implement and provide on-going maintenance for a telephony-based workflow that emulates the MTSO s current system, meaning: 1) same top of call workflow (e.g. entry of work type, patient MRN, etc.); 2) same keypad commands; 3) same physician IDs. WebChartMD will provide local call-in numbers (within each respective client s local calling area) at rates presented in the rate schedule.