Behavioral health agencies, mental health clinics and healthcare organizations of all kinds are notorious for keeping client and patient records in filing cabinets, boxes, basements, garages, and attics.
When government auditors come around, an enormous amount of time is spent hunting down and reproducing documents and records, some of which are never found. People have grown accustomed to this headache, but a cost-effective alternative now exists that will allow you to reclaim hundreds of hours in lost productivity that can instead be used for providing client care.
Auditor Self Service
What if you could simply sit down a government auditor at a computer and let them search and retrieve whatever they need by themselves? This would eliminate document searching headaches for these audits as well as for the day-to-day and is possible in three simple steps.
Step 1: Medical Records & Document Scanning
Converting your client and patient records and back-office documentation into electronic documents gives you a fully electronic medical/health record, ensures HIPAA compliance especially when combined with eforms and workflow automation software, and also allows for these documents to be found without ever having to hunt through boxes, basements and garages again.
Because document backfiles can be large, we recommend that you have a professional service bureau pick them up and scan them. Doing it yourself typically takes 300-500% longer and requires that you purchase document scanners and document capture software.
Systems Imaging regularly scans medical records, invoices, purchase orders, estimation of benefits (EOBs), work orders, labs – you name it, we're probably scanning it right now in our Pittsburgh service bureau.
Step 2: Upload to Document Management Software or The Cloud
Once all your records and documents are scanned, where will you store them? Storing on local desktops or network shared drives is the electronic version of bankers boxes and filing cabinets, where they're not much easier to find. Cloud file sharing isn't secure and some electronic health/medical record systems (EHR/EMR) and practice management software claim to feature document management but it is something much less so.
Systems Imaging has become the leading behavioral health document management provider in the country because of our deep knowledge of industry requirements and being one of the most experienced EMC ApplicationXtender (AX) integrators in the country. AX is the most reliable, cost-effective and easiest to use document management software applications on the market, and it now comes with a cloud option.
Step 3: Integrate with Your EHR/EMR & Practice Management System
Once all client and patient records and back-office documentation is stored in document management software, it's critical for maximum user adoption to allow people to search for these documents from within their electronic health/medical record system (EHR/EMR) and/or practice management software.
We have integrated ApplicationXtender with PsychConsult from Askesis so behavioral health professionals and staff can find documents within seconds within AX but while logged into and viewing PyschConsult. In this way, AX is transparent from the user unless they need access to it. Some think a solution like this costs $50,000-$100,000 or more. On the contrary, you can have all of the above for a fraction of this cost.