2015 User Conference

Document Management April 24, 2015

Presented by:

Susan M. HannonTraining Specialist

General Workshop

2015 Office Practicum User Conference

Objectives

● Analyze their existing document management plan

● Create a document management plan

● Access the scanning center to customize document Categories

● Edit scanned items

Attendees will be able to:

2015 Office Practicum User Conference

Agenda

❖ Discuss the components of a comprehensive document management plan

❖ Review Types of Items/Categories

❖ Add/edit categories

❖ Search for a previously scanned item and re-file it

2015 Office Practicum User Conference

❖ What is the office comprehensive document management plan?➢ Scanning of charts

➢ Entering structured data

➢ Daily current scanning■ specialist letters, test results, etc.

❖ Besides the “What”, does the plan include Who, Where, When, Why and How?

2015 Office Practicum User Conference

◆ Determine what documents and data will be entered into OP. ● ***Reminder, not everything needs to

be in the computer.

The “What” and the “Who”

◆ Identify the staff that will be entering the data and documents into OP.

● ***Reminder, this may vary by document type.

2015 Office Practicum User Conference

The “Where” and the “When”

◆ Determine the location of the data by Type of Item/Category.

◆ Edit to your practice's needs.

◆ Scanning of charts requires a long-term plan while on-going is permanent.

◆ By scheduling time for staff to perform these tasks will ensure electronic charts are up to date.

2015 Office Practicum User Conference

The “Why”

◆ Accessibility - of patient medical records by providers

◆ Portability - we can eliminate the chart hunt, we just carry them all with us

◆ Manageability - of the incoming stream of documentation

◆ Consistency - a comprehensive plan mean that we know where to look

2015 Office Practicum User Conference

The “How”

◆ Institute workflow for document management

charts, data entry and ongoing

◆ Educate staff on the plan

◆ Ensure equipment is ready and available

2015 Office Practicum User Conference

Let’s Try It!

2015 Office Practicum User Conference

Take it home!

❖ Analyze your existing document management plan and revise as necessary

or

❖ Create a comprehensive document management plan

❖ Access the scanning center to customize document Categories

❖ Edit mis-scanned items

2015 Office Practicum User Conference

Questions?

2015 Office Practicum User Conference

We want your feedback!