Healthcare Document Management Case Study

A Healthcare facility specializing in Orthopaedic Care was growing fast in size and service offerings.

The number of employees and patients served was expanding at a record rates. Having made the decision to implement an Electronic Medical Record System, upper level management was committed to taking the whole facility paperless. On-Line Imaging was brought in to implement a solution to improve efficiencies, manage growth and introduce paperless processes.

Customer Profile

The hospital has 800 employees and is focused and dedicated to the complete care and treatment of the Orthopaedic patient. The facility also manages a sports medicine clinic, an Emergency Department and a Physical Therapy Department.

Business Challenges

The challenge was managing different areas of service specialties while experiencing record growth. The HR department was constantly screening applicants and hiring new employees. The Business Office was managing Surgery, Clinic and Emergency Room billing. Accounts Payable was straining to manage approval and spending many hours tracking down invoice approvals. Administration was looking for better was to handle contracts, Incident Reports and Policies and Procedures.

Solution

The facility contracted with On-Line Imaging and decided that the FileBound Content Management Solution was a good fit. The initial implementation was to help HR manage the New Hire process as well as existing employee files. HR was spending countless hours trying o keep pace with the growth of the facilty. Using the FileBound Electronic Forms and workflow, On-Line designed a paperless Application and New Hire process that accepted applications from a web portal routed them to HR, who in turn could route them to the supervisor who would perform the interview. If hired, FileBound would then generate the New Hire paperwork. This process allowed HR to meet the demand of the departments looking to add employees.  On-Line Imaging scanned the historical files for the facility and loaded them into FileBound. A similar workflow with E-Forms was designed for the Administration Department to manage risk assessment. On-Line Imaging created an Electronic Form with a rules-based workflow that tracked any reported incident and notified all the people that needed to monitor and review the incident for compliance purposes. Next, On-Line Imaging automated the AP process using PSI Capture software to scan and extract data then moving the invoices into the FileBound workflow. Invoices were routed to the appropriate managers for approval and coding. Once approved, the invoice data and GL coding was compiled and presented in a format for import into the accounting system. Administration then had On-line Imaging build a process for managing and updating policies and procedure to ensure employees always had access to the most up to date information.