Guest Column: Optimizing Patient Care With Efficient Back-Office Processes

By James Thumma, VP of Sales and Marketing, Optical Image Technology, Inc.

There are great benefits to implementing a software system that will improve both clinical and back-office processes. A robust electronic document management system (EDMS) will respond to the needs of both areas, integrating the flow of information so that all of your departments are able to function at peak efficiency. An EDMS addresses the needs of your healthcare enterprise in three specific areas: access, process management, and system management. Its implementation will enable your organization to save time, save money, facilitate regulatory compliance, and ultimately provide better patient care and service.

An EDMS enables your organization to electronically capture, index and store patient information such as EOBs, checks, CMS 1500 (HCFA) and UB-92 forms, as well as e-mail messages and faxes. Digital records give your authorized staff the ability to access vital patient information with the click of a mouse. Storage areas overflowing with alphabetized patient files are a thing of the past, as is lost or duplicated paperwork. An EDMS stores patient information in a centralized reservoir that is accessible only to authorized users. Patient privacy is protected, and files are no longer lost or misplaced. Different departments can access files simultaneously, from any Internet browser. A robust EDMS streamlines revenue cycle management, increasing productivity and efficiency. It also has the ability to integrate with line-of-business (LOB) applications, allowing extraction and sharing of critical data.

An EDMS that is equipped to incorporate Web documents can further simplify back-office processes. Some electronic document management systems include an electronic form designer that allows your organization to design and route forms received via the Web. Your clinic, hospital, or practice can create forms and post them on your organization's Website. The completed forms can be configured to be forwarded to the right people for processing immediately after they are submitted. If your EDMS has electronic signature capabilities, processing is further simplified and integrity is assured. Decision-makers can indicate approvals or denials with the click of a mouse before forwarding materials to others for further processing. Back-office procedures which can take weeks using paper-based methods are reduced to days using a robust EDMS with workflow and form-designing capabilities.