Case Studies

Discover companies like yours who have found success with Aquarius Solutions.

A 16-employee billing company was running out of space due to file storage.  They researched scanning solutions and chose Aquarius Web.SCAN for it’s remote capture capability.

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.

St. Louis Oncology is a 2 Physician Oncology/ Hematology practice in St. Louis, Missouri that is affiliated with St. Anthony’s Medical Center

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!”

An 80-employee medical billing company had a 15,000 sq.ft. building, half of which was dedicated to file storage. With more than 10 record storage boxes worth of new documents coming in each day there was no end in sight. Aquarius was installed in September 2001 and the incoming stream of paper that needed to be filed was stemmed. Patient charts and EOB’s are scanned daily into the system daily. Charts are logged in to their billing system and assigned a chart number which is printed on a label in barcode format. Files are routed through data entry and forwarded to the records department for scanning. Aquarius scans the chart and indexes it by the barcode information automatically.

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.

A three-employee billing company operating out of their home was running out of space. They were adding paper files at the rate of more than 300 pages per day and would soon have to store files off-site. With concerns over the security and disaster preparedness of their filing system they began looking for a solution. The installed Aquarius and were able to empty out an extra room that was over-run with files. They have since added two additional employees and are continuing to add clients without the need to relocate or rent additional office space.