Organization and Clarity Through Medical Records Management - - PowerPoint PPT Presentation

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organization and clarity through medical records
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Organization and Clarity Through Medical Records Management - - PowerPoint PPT Presentation

May 24, 2023 358 likes •812 views

Organization and Clarity Through Medical Records Management InDxLogic Works! Noreen Headley Systems & Revenue Cycle Manager nheadley@footandankle-usa.cm CHUG Palm Desert Fall 2014 nheadley@footandankle-usa.com Objectives Implement best

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CHUG Palm Desert Fall 2014

Organization and Clarity Through Medical Records Management InDxLogic Works! Noreen Headley Systems & Revenue Cycle Manager nheadley@footandankle-usa.cm nheadley@footandankle-usa.com

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CHUG Palm Desert Fall 2014

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!

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CHUG Palm Desert Fall 2014

  • 11 office locations
  • 11 ways to do things
  • Chaos for our records!
  • The partners demanded

standards!!

The Story of FASMA

  • In October 2011, FASMA opened its doors with eight

founding owners and 15 providers

“We want FASMA to feel like one practice to

  • ur patients no matter which office they visit.”
  • Dr. Levine CMIO
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CHUG Palm Desert Fall 2014

  • 23 office locations
  • 1 Correct ways to do things
  • THE FASMA WAY!
  • Standardization! Efficiency!

The Story of FASMA Continues….

  • Today October 2016, FASMA there are 45 providers

“We want FASMA to feel like one practice to our patients no matter which office they visit.”

  • Dr. Levine CMIO
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CHUG Palm Desert Fall 2014

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

2011 2013

2014

2015

2016

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CHUG Palm Desert Fall 2014

EOB MANAGEMENT FOR CPS PM

InDxLogic Automated Indexing

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Our EOB’s are stored in the CPS PM

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Just Click the Document Management Button to see each patient’s Financial and Admin Documents

Martha Clancy

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CHUG Palm Desert Fall 2014

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.

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CHUG Palm Desert Fall 2014

  • 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

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CHUG Palm Desert Fall 2014

  • 2. Post Remittance from EOB’s
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  • 3. Log into InDxLogic to File using EOB Manager
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In EOB tab click “Select New Document” button

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Pick EOB Document from today’s folder

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The EOB will be visible in the Viewer

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Select Batch Number from Dropdown List

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Enter the Check Number and click “Search”

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All the CPS PM tickets will be found and attached

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Click “Index” to send the EOB to CPS PM

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The EOB goes to the Document Management Button

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Find the EOB and click Show

Martha Clancy

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Then find your patient using search

Clancy

Clancy, Martha

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STREAMLINING PATIENT CARE

Efficiency Rocks!

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

!!

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Our registration documents took 42 steps to index

Solution:

  • Print the Patient Profile cover sheet OR Label
  • Scan all 6 documents together
  • Save the file to InDxLogic

InDxLogic indexes it automatically 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

Registration Forms Martha Clancy DOB: 10/12/1962

Presentation contains only fictional patient identifiers

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All our patient forms print from the EMR makes FASMA groups feel cohesive and professional And once we scan them and they go directly to the patient’s chart

Jon, Lloyd

Presentation contains only fictional patient identifiers

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Our Standard Orthotics Form saves us money $$

Authorizations don't get misfiled

Presentation contains only fictional patient identifiers

Jon, Lloyd

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CHUG Palm Desert Fall 2014

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

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CHUG Palm Desert Fall 2014

Projected Cost Savings Over 5 Years

  • 1 Year = $ 13,920
  • 3 Years = $ 41,760
  • 5 Years = $ 69,600

10,000 20,000 30,000 40,000 50,000 60,000 70,000 80,000 Cost Savings 1 Year 3 Years 5 Years

*JUST IN STAFF TIME!*

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GETTING STAFF TO USE NEW WORKFLOWS

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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

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Found InDxLogic – problem solved!

Each practice submits their own documents We file them centrally using automation: they always go the right place in CPS

Offices now just scan documents (Less time) Superuser Indexer manages the exceptions Most go directly into the EMR Rapid turn around, highly consistent, reduced cost

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TEAM EFFORT!

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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
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We optimized Centricity with InDxLogic

“We want our practice to run smoothly and efficiently. InDxLogic helps us do that.”

  • Dr. Levine CMIO
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ADDITIONAL BENEFITS

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Our Operative Reports now appear in preview screen

Presentation contains only fictional patient identifiers

Martha Clancy 845672 08/08/2014 10/12/1962 Seth Rubenstein MD

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Martha Clancy 845672 08/08/2014 10/12/1962 Seth Rubenstein MD

We store the procedure name and date from our Operative Reports for Postop Encounters

08/05/14

Presentation contains only fictional patient identifiers

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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

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KEEPING UP WITH EFFICIENCY

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Monthly Partner Report

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On Going Audits

  • Weekly Progress Audits
  • Monthly Scanning Boot Camp
  • Quarterly Partner Meetings
  • Yearly Site Education and training
  • On going Team Support & Effort
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CHUG Palm Desert Fall 2014

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
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CHUG Palm Desert Fall 2014

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