DocuWare Case Studies Healthy Admissions Processes

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	Healthy Admissions Processes DocuWare

Healthy Admissions Processes

DocuWare

Technology Category	Application Infrastructure & Middleware - Data Exchange & Integration Application Infrastructure & Middleware - Database Management & Storage
Applicable Industries	Healthcare & Hospitals
Applicable Functions	Human Resources Procurement
Use Cases	Asset Health Management (AHM) Regulatory Compliance Monitoring
Services	Data Science Services System Integration
Challenge	Christian Health Care Center (CHCC) was struggling with redundant data entry, slow insurance invoicing time, and poor internal information sharing. The Center manages a variety of documents from different departments, with a focus on digitally managing the documents in the Admissions and Education Departments. Each of the Center's programs has its own admission process and set of documents, all of which require an application, signed consent forms, billing information, a copy of the insurance card, and insurance verification documentation. This information was manually entered into the Center's system, and other necessary documents were added to the patient's record. The Education Department needed to store staff certifications and sign-in sheets for clinical and non-clinical programs, as well as other documents such as tests and course outlines. The Center was looking for a powerful, modular, document imaging system that could provide not only a departmental solution, but one that could grow into a workflow system throughout the organization. Read More
About Customer	Christian Health Care Center (CHCC) is a non-profit organization that was founded in 1911 by a group of deacons from the Reformed tradition. The Center is open to anyone regardless of race, sex, or religion and provides high-quality, family-centered elder-care and mental-health services. CHCC offers both inpatient and outpatient programs. Its elder-care programs include long-term care, a special-care inpatient behavior-management unit, adult day services, assisted living, and independent senior residences. The Center's mental-health services include a psychiatric hospital, partial program, and outpatient counseling. CHCC's mission is to provide services in a compassionate and loving environment. Read More
Solution	CHCC implemented DocuWare, a powerful, modular, document imaging system. The system was implemented by Authorized DocuWare Partner, Atlantic Business Products, which seamlessly imported six years of admissions documents and index information from an outdated imaging system into the new DocuWare system. Scanning is done at each Admissions office, using either a Kodak I-40 scanner or a Fujitsu or Ricoh multi-function device. With DocuWare, the organization's work processes have remained basically the same. Demographic information is still manually entered into the Center's system; however, it is only entered once and is used to automatically index scanned documents across the organization. Before scanning, the staff generates a barcoded cover sheet by typing the patient's Social Security number and document type into a MS Word template. The Center's staff converts this text into two barcodes by simply changing the text to a barcode font. During scanning, DocuWare 'reads' the barcodes and fills in a value for the doc type index field, then uses the barcoded SSN as a matchcode to populate the remaining index values, such as last name, first name, medical record number, date of birth, and admission date. Read More Log in to view content
Contents

Technology Category

Application Infrastructure & Middleware - Data Exchange & Integration

Application Infrastructure & Middleware - Database Management & Storage

Applicable Industries

Healthcare & Hospitals

Applicable Functions

Human Resources

Procurement

Use Cases

Asset Health Management (AHM)

Regulatory Compliance Monitoring

Services

Data Science Services

System Integration

Challenge

Christian Health Care Center (CHCC) was struggling with redundant data entry, slow insurance invoicing time, and poor internal information sharing. The Center manages a variety of documents from different departments, with a focus on digitally managing the documents in the Admissions and Education Departments. Each of the Center's programs has its own admission process and set of documents, all of which require an application, signed consent forms, billing information, a copy of the insurance card, and insurance verification documentation. This information was manually entered into the Center's system, and other necessary documents were added to the patient's record. The Education Department needed to store staff certifications and sign-in sheets for clinical and non-clinical programs, as well as other documents such as tests and course outlines. The Center was looking for a powerful, modular, document imaging system that could provide not only a departmental solution, but one that could grow into a workflow system throughout the organization.

About Customer

Christian Health Care Center (CHCC) is a non-profit organization that was founded in 1911 by a group of deacons from the Reformed tradition. The Center is open to anyone regardless of race, sex, or religion and provides high-quality, family-centered elder-care and mental-health services. CHCC offers both inpatient and outpatient programs. Its elder-care programs include long-term care, a special-care inpatient behavior-management unit, adult day services, assisted living, and independent senior residences. The Center's mental-health services include a psychiatric hospital, partial program, and outpatient counseling. CHCC's mission is to provide services in a compassionate and loving environment.

Solution

CHCC implemented DocuWare, a powerful, modular, document imaging system. The system was implemented by Authorized DocuWare Partner, Atlantic Business Products, which seamlessly imported six years of admissions documents and index information from an outdated imaging system into the new DocuWare system. Scanning is done at each Admissions office, using either a Kodak I-40 scanner or a Fujitsu or Ricoh multi-function device. With DocuWare, the organization's work processes have remained basically the same. Demographic information is still manually entered into the Center's system; however, it is only entered once and is used to automatically index scanned documents across the organization. Before scanning, the staff generates a barcoded cover sheet by typing the patient's Social Security number and document type into a MS Word template. The Center's staff converts this text into two barcodes by simply changing the text to a barcode font. During scanning, DocuWare 'reads' the barcodes and fills in a value for the doc type index field, then uses the barcoded SSN as a matchcode to populate the remaining index values, such as last name, first name, medical record number, date of birth, and admission date.

Impact #1	On an individual level, the work load and stress level has been reduced now that information only needs to be manually entered one time.
Impact #2	Information accuracy has improved.
Impact #3	Moving to DocuWare for electronic document processing allows employees to work more efficiently by reducing physical contact with paper documents.

Impact #1

On an individual level, the work load and stress level has been reduced now that information only needs to be manually entered one time.

Impact #2

Information accuracy has improved.

Impact #3

Moving to DocuWare for electronic document processing allows employees to work more efficiently by reducing physical contact with paper documents.

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Overview

Healthy Admissions Processes

Operational Impact