In our last article, we revealed how enterprise content management (ECM) technology helps reduce the risks of paper documentation and disconnected systems. With ECM capturing, storing and managing all of the unstructured information residing outside the EMR, your organization has a solid foundation supporting increased compliance and more informed care – all while reducing costs.

Now, let’s look at how this technology helps improve four processes – deficiency management, coding, release of information (ROI) and audits.

Improving HIM Workflow Part 2: Four processes where ECM technology can helpCapturing and storing patient information is only half the battle

STEP 1: Enhance chart analysis and deficiency completionIn a paper-based process, only one person can see a chart at a time. ECM provides secure, centralized, electronic storage, eliminating the need for analysts to manually retrieve paper records. Instead, ECM supports multiple authorized users across multiple locations, offering electronic access to a complete patient record from within the EMR. And, by providing remote and web-based access, physicians may complete deficiencies from their home office via PC, tablet or other device.

With load balancing capabilities and native business process management tools, ECM can identify deficiencies and automatically assigns charts based on the criteria you define – e.g., length of stay, type of visit or facility – to ensure charts close quickly, accurately and securely, which, in turn, speeds reimbursements.

STEP 2: Create new pathways for coding efficiencies Faster, more efficient coding processes also speed reimbursement. To balance workload across coding staff, ECM uses your organization’s business processes and rules to automatically assign charts to designated coders. With simultaneous access to charts and all related patient content, coders no longer need to wait for deficiencies to be completed before beginning their work – whether they’re working onsite or remotely. To expedite the process further, coders email physicians questions they may have, reducing the time it takes to receive answers essential to completing the coding process.

STEP 3: Streamline ROI requestsWhen providing patient information means locating paper documentation and navigating multiple systems, fulfilling ROI requests becomes a time-consuming, tedious task. It also has a high chance of error. Using ECM, requests are filled faster and more accurately – increasing customer service and satisfaction while reducing costs.

Automated letters and invoices save time, but the ideal ECM solution provides true business intelligence. By reporting what release was provided, when and to whom as well as a complete audit trail of all interactions, ECM ensures compliance with increased process visibility to help identify opportunities for improvement. Additionally, an ideal ECM solution also offers multiple output methods, from printing paper copies to exporting to CD/DVD and encrypted electronic delivery.

STEP 4: Successfully navigate auditsEven for the most prepared HIM department, audits are hardly a welcomed occurrence. They divert HIM’s energy and resources, disrupt workflow, and, worst of all, instills a general sense of dread.

An ECM solution makes audits easier by granting auditors a temporary user account, with your pre-set permissions and rules, for a degree of “self-service” that frees your staff to perform higher value activities. The single point of access to patient and departmental records helps audits run smoothly. The enhanced visibility and tracking easily allows an auditor to quickly find what they need, reducing audit times and lowering stress levels all around.

ConclusionNow that we’ve taken a closer look at how ECM improves some key HIM processes, the next step is up to you. The pressure to evolve health information technology is on and the time is now.

Learn more at OnBase.com/HIM »

IMPROVING HIM WORKFLOW PART 2: FOUR PROCESSES WHERE ECM TECHNOLOGY CAN HELP

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Sanford Health By allowing analysts to simultaneously access charts, Sanford Health accelerated its billing process. Enhancing its deficiency management process with ECM also produced the following benefits:

Productivity increased 40 percentDeficiency rates dropped from nearly 50 to 30 percent Check processing time decreased by two daysSaves $662,000 annually in labor costs and office supplies