Creating a paperless business with Digital Chart Conversion and Abstracting solution

Creating a paperless business with Digital Chart Conversion and Abstracting solution

The nation’s 14th-largest healthcare system delivering world-class clinical care throughout the New York metropolitan area recently underwent a major expansion, including the acquisition of dozens of different medical practices. During this massive expansion, the acquired practices were required to transition all of their patient records into one centralized system while adhering to strict information governance requirements, including HIPAA compliance.

Challenge

The acquired practices had records in various paper and electronic formats. Further, a strategy was required to help determine which patient information should be converted to electronic format and which information should be stored and provided only when requested. The healthcare system already had hundreds of owned practices comprised of almost every clinical specialty. They needed a domain expert in document and content management with experience bringing all these specialties live into one centralized electronic healthcare record (EHR) system during a multi-year initiative.

Solution

EDM began the engagement by providing in-depth consultancy and developing a strategic plan to fulfill the healthcare system’s vision of migrating all existing and acquired practice information to one EHR. By implementing a staged solution, starting with an assessment of each of the acquired practice’s records and designating the digital or hard copy destination, EDM was able to seamlessly transition all designated paper and electronic records to one centralized EHR while preserving the remaining records and making them available digitally or physically to relevant practices. As practices were purchased, EDM modified the work rules to address the different filing systems and standardized the content so all specialties could find each patient’s clinical information in the same digital chart section. By combining our expertise in document management, and continuous improvement in technological expertise, EDM was able to seamlessly digitize and convert the acquired practice’s information into actionable data, helping the entire healthcare system transition to a digital workplace. The healthcare system continues to retain EDM each year when adding practices, acquiring healthcare systems or strategically aligning with affiliated systems.

Results

Adoption:

  • The scanning and abstracting program has been deemed mission critical in driving adoption of the EHR
  • Providers and patients have access to a complete unified medical records
  • Provider adoption of the EHR is helping drive improved patient outcomes and predictive modeling
  • Best practices are now able to be shared across the enterprise
  • All patient information is available to support the changing payment model from episodic care to results based payment
  • Chart room workforce was repurposed to higher level positions, or reduced through attrition over time.

Costs:

  • Provided efficient pricing structure and operated within budget constraints
  • Repurposed paper filing rooms to revenue generating patient exam rooms, which generated tens of millions of dollars per year in additional revenue
  • Workforce repurposing and attrition positively affected FTE costs for hundreds of employees.

Technology:

  • Supported the digitization of clinical data
  • Improved readability of digital images
  • Exponentially increased image, index and prep sort quality each year for over three years
  • Complete clinical information for every patient is available for patient care, research and predictive modeling.

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Key Performance Indicators

300k+

Patient charts converted to electronic media and uploaded to one centralized EHR

100k+

Patient charts are being added to the EHR over the next 2 years

30m

Pages of patient information