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 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! CHUG Palm Desert Fall 2014
The Story of FASMA • In October 2011, FASMA opened its doors with eight founding owners and 15 providers • 11 office locations • 11 ways to do things • Chaos for our records! • The partners demanded standards!! “We want FASMA to feel like one practice to our patients no matter which office they visit.” - Dr. Levine CMIO CHUG Palm Desert Fall 2014
The Story of FASMA Continues…. • Today October 2016, FASMA there are 45 providers • 23 office locations • 1 Correct ways to do things • THE FASMA WAY! • Standardization! Efficiency! “We want FASMA to feel like one practice to our patients no matter which office they visit.” - Dr. Levine CMIO 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 2016 • 2015 Created workflows for DM 10 Implementation 2015 2014 2013 • 2016 Optimizing InDxLogic Workflows 2011 CHUG Palm Desert Fall 2014
InDxLogic Automated Indexing EOB MANAGEMENT FOR CPS PM CHUG Palm Desert Fall 2014
Our EOB’s are stored in the CPS PM CHUG Palm Desert Fall 2014
Just Click the Document Management Button to see each patient’s Financial and Admin Documents Martha Clancy 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. 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 CHUG Palm Desert Fall 2014
2. Post Remittance from EOB’s CHUG Palm Desert Fall 2014
3. Log into InDxLogic to File using EOB Manager CHUG Palm Desert Fall 2014
In EOB tab click “Select New Document” button CHUG Palm Desert Fall 2014
Pick EOB Document from today’s folder CHUG Palm Desert Fall 2014
The EOB will be visible in the Viewer CHUG Palm Desert Fall 2014
Select Batch Number from Dropdown List CHUG Palm Desert Fall 2014
Enter the Check Number and click “Search” CHUG Palm Desert Fall 2014
All the CPS PM tickets will be found and attached CHUG Palm Desert Fall 2014
Click “Index” to send the EOB to CPS PM CHUG Palm Desert Fall 2014
The EOB goes to the Document Management Button CHUG Palm Desert Fall 2014
Find the EOB and click Show Martha Clancy CHUG Palm Desert Fall 2014
Then find your patient using search Clancy Clancy, Martha CHUG Palm Desert Fall 2014
Efficiency Rocks! STREAMLINING PATIENT CARE CHUG Palm Desert Fall 2014
We had a problem at the front desk: our 6 registration documents took too much time to file !! CHUG Palm Desert Fall 2014
Our registration documents took 42 steps to index 6 documents per patient each required: Solution: • Find patient in PM • Print the Patient Profile cover sheet OR Label • Click on Document Management Button • Scan all 6 documents together • Scan document • Save the file to InDxLogic • Select Location • Select Provider • Name the document • Select PM or EMR Registration Forms • Index Martha Clancy DOB: 10/12/1962 InDxLogic indexes it automatically CHUG Palm Desert Fall 2014 Presentation contains only fictional patient identifiers
All our patient forms print from the EMR makes FASMA groups feel cohesive and professional Jon, Lloyd And once we scan them and they go directly to the patient’s chart CHUG Palm Desert Fall 2014 Presentation contains only fictional patient identifiers
Our Standard Orthotics Form saves us money $$ Jon, Lloyd Authorizations don't get misfiled CHUG Palm Desert Fall 2014 Presentation contains only fictional patient identifiers
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 CHUG Palm Desert Fall 2014
Projected Cost Savings Over 5 Years • 1 Year = $ 13,920 • 3 Years = $ 41,760 80,000 • 5 Years = $ 69,600 70,000 60,000 50,000 40,000 30,000 *JUST IN STAFF TIME!* 20,000 10,000 0 Cost Savings 1 Year 3 Years 5 Years CHUG Palm Desert Fall 2014
GETTING STAFF TO USE NEW WORKFLOWS CHUG Palm Desert Fall 2014
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 CHUG Palm Desert Fall 2014
Found InDxLogic – problem solved! Each practice submits their own documents We file them centrally using automation: they always go the right place in CPS Superuser Offices now just Indexer manages scan documents the exceptions (Less time) Most go directly into the EMR Rapid turn around, highly consistent, reduced cost CHUG Palm Desert Fall 2014
TEAM EFFORT! CHUG Palm Desert Fall 2014
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 CHUG Palm Desert Fall 2014
We optimized Centricity with InDxLogic “We want our practice to run smoothly and efficiently. InDxLogic helps us do that.” - Dr. Levine CMIO CHUG Palm Desert Fall 2014
ADDITIONAL BENEFITS CHUG Palm Desert Fall 2014
Our Operative Reports now appear in preview screen Martha Clancy 845672 08/08/2014 10/12/1962 Seth Rubenstein MD CHUG Palm Desert Fall 2014 Presentation contains only fictional patient identifiers
We store the procedure name and date from our Operative Reports for Postop Encounters Martha Clancy 845672 08/08/2014 10/12/1962 Seth Rubenstein MD 08/05/14 CHUG Palm Desert Fall 2014 Presentation contains only fictional patient identifiers
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 CHUG Palm Desert Fall 2014
KEEPING UP WITH EFFICIENCY CHUG Palm Desert Fall 2014
Monthly Partner Report CHUG Palm Desert Fall 2014
On Going Audits • Weekly Progress Audits • Monthly Scanning Boot Camp • Quarterly Partner Meetings • Yearly Site Education and training • On going Team Support & Effort 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 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 CHUG Palm Desert Fall 2014
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