Document Solutions

Document Solutions Document Solutions


Document Management for the Healthcare Industry – What You Need to Know .

William ZastrowPresident, CEOFileMark Corporation

June 22, 2005


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


• 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


• 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


• Database and Repository

• Storage Manager

• Scanning, Capture and Indexing Subsystem

• Search Tools

• Viewers

• Workflow

• Records Management

• Integration

DM System ComponentsDM System Components


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


• 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


Integrated Document CaptureIntegrated Document Capture

SMARTiSMARTiDatabaseDatabase

SMARTiServer

Indexing

IndexAuto-Fill

Mainframe

BusinessApplications

Commit

COLDEDI, eMail

AutomaticCapture

eMail

Save eMail, Office Documents,

Fax, PDF, eFiles

Capture Images

Batch Scan

Scanning

Import

Commit


• 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


Reports, Invoices and Statements

Print

Archiving Distribution Customer Service

Mainframe

Host

Computer Output CaptureComputer Output Capture

DatabaseDatabase

CaptureParseIndex

CompressStore


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


Web Content

Computer Reports, Statements

FaxOffice Documents

eMail

DocumentDocumentRepositoryRepository

Images

Video

RecordsForms

eForms

Photos

The Universal DM RepositoryThe Universal DM Repository


• 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


• 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?


• 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


• 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


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


• 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


Audit TrailsAudit Trails


Document Disposition StagesDocument Disposition Stages


• 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


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™


William ZastrowFileMark Corporation40 Mechanic StreetMarlborough, MA [email protected] Tel: 800-251-0840 Tel: 508-485-3320Fax: 508-485-5423 www.filemark.com
