Starting with their five largest clients, they began remotely scanning the daily billing documents using Web.SCAN. Preprinted barcode sheets identify and route the source documents to the appropriate billing clerk for data entry.
Since installing Aquarius and Web.SCAN, this company has stopped filling file cabinets, sped up the revenue cycle, provided better customer service to their clients, and become more HIPAA compliant.
Electronic Medical Records
In 2004 Dr. William Morris, the principle doctor at St. Louis Oncology, wanted to recover the space used by the paper charts and allow fast access by multiple departments within the practice. Dr. Morris approached the provider of his Simplicity Practice Management System, Microsystems Technology, who in turn referred him to Advanced Records Management, the local Aquarius Imaging VAR.
Dr Morris had envisioned a system that was simple to use and resembled his current paper charts, complete with the colored “tabs” that identified the chart section. “I don’t want to have to learn new software in order to view my files. I just want to click on the patient, and then the section of the chart and have it there to view, just like the paper file,” he said. “And I want to continue to use paper when interacting with the patient. I want to go chart-less, not necessarily paperless.”
Aquarius worked with Dr. Morris and his staff and delivered what is now known as the “TouchChart”. Darlene Boylan R.N., the Practice Manager, says,
“It is set up just like our paper charts were. This made learning to retrieve the charts simple for all our doctors and staff. We create a “mini-chart” just prior to an appointment consisting of a patient notes form, a superbill, and plan form. We also include any labs or documents that may have just been received.”
This process allows the doctor to see patients in the style they always have. If they need patient past history, lab, or radiology information, it is only a few clicks away with TouchChart. The doctors also like that they can access the patient charts from home.
St Louis Oncology installed PC’s for each exam room for all nurses and support staff. Anyone can view any file instantly from their workstation. They no longer have to chase down the paper file within the office if they need information in billing, nursing, or administration. Darlene said,
“I periodically review files to be sure we are providing the best level of service we can… before I had to go get the paper charts, now I can sit at my desk and review any chart I want anytime I want in just seconds. And I’m happy to say downtime has not been a problem. I think the longest we have ever been down was 30 min. I have spent more time than that looking for misplaced charts in paper form!”
EOB’s are scanned in batches by client and by posting date. All pages are OCR’ed (converted from an image to searchable text).
Researchers can pull up a chart in seconds by entering the chart number (referenced in their billing system). EOB batches can be located quickly by the client and posting date (also available in their billing system). The full text search feature allows quick access to the exact page within the EOB batch.
Since beginning scanning they have recovered 1/2 of the space previously used for records and converted it to space for more billers and customer service agents. They currently have over 130 employees in the same building.