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Document Solutions Document Solutions
Document Solutions Document Solutions
Document Management for the Healthcare Industry – What You Need to Know .
William ZastrowPresident, CEOFileMark Corporation
June 22, 2005
Document Solutions Document Solutions
Startling FactsStartling Facts
• 90% of all business information exists on paper or eMail
• Paper use in business is growing at 22% per year
• The average paper document gets copied 19 times, 45% of all files are now duplicates
• 90% of all documents are never referred to after the initial transaction
• 7.5% of all documents get lost, 3% of the remainder get misfiled
• Companies spend $20 in labor to file a document, $120 to find a misfiled document, and $220 to reproduce a lost document
Source: Coopers & Lybrand
Elimination of inefficient paper processes allows more work to be done faster, with
fewer people, and less cost
Document Solutions Document Solutions
• Transition from paper to electronic documents, signatures, processes, distribution and storage
• Get easy, instant access to documents from anywhere, from any type of application
• Reduce paper, filing and copying costs
• Streamline and accelerate document-centric business processes
• Fulfill legal and regulatory compliance mandates
• Realize a quick Return On Investment (ROI)
The ChallengeThe Challenge
Document Solutions Document Solutions Healthcare Document IssuesHealthcare Document Issues
• Managing paper-based medical records – storage and retrieval
• Dealing with manual registration and admission forms
• Physician completion, managing deficiencies and notifications
• Need for efficient document distribution, secure access to patient information and ease of finding patient charts
• Managing documents from HIS and clinical systems – integration
• General forms and report management – HR and Business Office
• HIPAA compliance
Document Solutions Document Solutions
• Universal capture, storage, viewing and processing of all document formats
• Ability to manage documents directly from HIS, clinical and HR systems
• HIPAA compliance – record classification, retention management, security and audit trails
• Easy workflow – simple to set up, simple to use
• Desktop and browser access
• Standard components – scanners, storage, database, viewer, printing, eMail
• Lowest cost – concurrent licensing, direct sales and supportfrom vendor
Healthcare Document SolutionsHealthcare Document Solutions
Document Solutions Document Solutions
• Database and Repository
• Storage Manager
• Scanning, Capture and Indexing Subsystem
• Search Tools
• Viewers
• Workflow
• Records Management
• Integration
DM System ComponentsDM System Components
Document Solutions Document Solutions
IntegrationIntegration
Business SystemsBusiness Systems
ApplicationClients
Document RepositoryDocument Repository
CaptureCaptureImages, Fax, Forms, Office Documents, eMail, Reports, Statements, RecordsImages, Fax, Forms, Office Documents, eMail, Reports, Statements, Records
Browser ClientsDesktop Clients
MS WindowsMS Windows Web ServerWeb Server
DatabaseManagement
StorageManagement
Workflow
DM System ArchitectureDM System Architecture
Document Solutions Document Solutions
• Single-purpose DM applications and add-ons
• Multiple databases or repositories
• Named user licenses
• Storage management software pricing by volume
• Capture subsystem software pricing by volume
• Expensive, complex workflow
• Complex application integration methodologies
• Proprietary scan, store, view, print, fax or eMail
• Bolt on records management functionality
• Reseller pricing mark-ups and product support
DM Mistakes to Avoid DM Mistakes to Avoid
Document Solutions Document Solutions
Integrated Document CaptureIntegrated Document Capture
SMARTiSMARTiDatabaseDatabase
SMARTiServer
Indexing
IndexAuto-Fill
Mainframe
BusinessApplications
Commit
COLDEDI, eMail
AutomaticCapture
Save eMail, Office Documents,
Fax, PDF, eFiles
Capture Images
Batch Scan
Scanning
Import
Commit
Document Solutions Document Solutions
• Barcode recognition
• Index auto-fill from line-of-business database
• OCR/ICR forms processing (data entry)
• Field pick lists
• Default field values
• Sticky fields
Auto-indexingAuto-indexing
Document Solutions Document Solutions
Reports, Invoices and Statements
Archiving Distribution Customer Service
Mainframe
Host
Computer Output CaptureComputer Output Capture
DatabaseDatabase
CaptureParseIndex
CompressStore
Document Solutions Document Solutions
eMail Server
Archive
Automated eMail ArchivingAutomated eMail Archiving
Auto-Index
To: __________ From: __________
Subject: __________Date: __________
AttachType: __________
SMTPeMail
Send
Receive
Filter & Forward DatabaseDatabase
Send
Receive
Regulatory Compliance Discovery Risk Mitigation Indexed Backup Mailbox Consolidation
Document Solutions Document Solutions
Web Content
Computer Reports, Statements
FaxOffice Documents
DocumentDocumentRepositoryRepository
Images
Video
RecordsForms
eForms
Photos
The Universal DM RepositoryThe Universal DM Repository
Document Solutions Document Solutions
• One logical repository and storage subsystem
• One database
• One administration system
• One set of APIs for application integration
• One logical client with one standard universal viewer
• One vendor
• One system to learn, use, configure, maintain, backup, integrate, secure and buy
All you Need Is OneAll you Need Is One
Document Solutions Document Solutions
• Just a Bunch Of Disks – JBOD
• Direct Attached Storage arrays – DAS
• Network Attached Storage arrays – NAS
• Storage Area Networks – SAN
• Optical Jukebox – WORM or MO
• CD/RW
• Content Addressed Storage – CAS
• Magnetic Tape
What About Document Storage?What About Document Storage?
Document Solutions Document Solutions
• The concept of traditional rules-based workflow is fundamentally flawed
• Too complex to build and inflexible in use
• Too expensive and time consuming to deploy, maintain, change and/or grow
• Most workflow deployments try to do too much
Why Workflow Often Doesn’t WorkWhy Workflow Often Doesn’t Work
Document Solutions Document Solutions
• Paperless work routing – physician completion, deficiencies, action requests, management approvals, transaction and case processing
• Easy configuration – automates existing business processes, no rules, users still make most decisions, no BPR
• Out-of-box deployment can resolve over 70% of process inefficiencies – prioritize your problems
• Rapid implementation = quick ROI = success
• Knowledge worker empowerment, not rigid rules enforcement
• Works like instant messaging for documents with abuddy list!
Paperless WorkflowPaperless Workflow
Document Solutions Document Solutions View Work QueueView Work Queue
Document Solutions Document Solutions
Case Notes
Accounting Shipping / Receiving Supervisor √ Accounts Payable Complete
Pend Cancel NA
Workflow View Administration Windows Help
Case Notes
Accounting Shipping/Receiving Supervisor√ Accounts Payable Complete
Pend Canel NA Clear
Case Notes
eForm
Document Solutions Document Solutions Host Application IntegrationHost Application Integration
Document Solutions Document Solutions Desktop Application IntegrationDesktop Application Integration
Docs
Document Solutions Document Solutions Application Extender ToolApplication Extender Tool
Docs
Copy Data Application Extender
Invoice Type
Invoice Amount
Paste Data
Paste DataFind Docs
Index / CommitIndex / Commit
• Cerner• Eclipsys• Epic• eWebHealth• IMPAC• GE Medical• McKesson• Meditech
• MediScribe• MiSys• NextGen• NPSI• OmniMD• QuadraMed• Siemens• SoftMed
Document Solutions Document Solutions
• Policies, practices, technologies and management controls – to protect legal interests and comply with regulations
• Information lifecycle management
• Complete audit trails
• Controls to ensure process consistency
Records ManagementRecords Management
Document Solutions Document Solutions HIPAA ComplianceHIPAA Compliance
Document Solutions Document Solutions
Audit TrailsAudit Trails
Document Solutions Document Solutions
Document Disposition StagesDocument Disposition Stages
Document Solutions Document Solutions
• FileMark Corporation – software developer, professional services provider, direct sales and tech support, founded in 1989
• Technology – document capture, archiving and processing, records management, integration
• Document Solutions – Healthcare, Financial Services, Manufacturing, Distribution, Higher Education, Local Government
Company OverviewCompany Overview
Document Solutions Document Solutions
Production Imaging – batch scanning and indexing, fax capture, workflow, application integration
Electronic Forms Management – form creation, routing, fill-in, validation, eSignatures, data integration
Report Management – computer output capture, report distribution, electronic statements, eMail archiving
Records Management – record classification, retention and disposition, audit trails, HIPAA compliance
SMARTi™SMARTi™
Document Solutions Document Solutions
William ZastrowFileMark Corporation40 Mechanic StreetMarlborough, MA 01752billzastrow@filemark.com Tel: 800-251-0840 Tel: 508-485-3320Fax: 508-485-5423 www.filemark.com
Document Solutions Document Solutions
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