CLARK, N.J., August 20, 2008 – The daily challenges facing a medical center are numerous. From handling incoming patient registration to securing proper documentation and identification for use in the back office accounting and remittance procedures, the paper intensity found in many healthcare facilities is at times, overwhelming.
Printing multiple copies of paper reports that need to reach specific employees in specific departments in a specified period of time can all too easily become a colossal problem. Add to this deluge of documents the fact that these many pieces of papers – sometimes reams of paper – need to be separated, collated and then hand delivered to key individuals throughout the organization and you have a reporting records challenge to state the least.
Kingman Regional Medical Center (KRMC) located in Kingman, Arizona, was well aware of the issues surrounding document management. As a well-respected 235-bed regional healthcare facility, they have a keen understanding of what is needed to provide the right information to the right department at the right time. The ability to keep accurate and timely records is a crucial step in providing optimized patient care. Being able to archive data so that reports could easily be retrieved was a key goal of the KRMC Information Systems (IS) department and they found such a solution in DB Technology’s flagship software, Report Automation System (RAS).
A recognized leader in automated information and report distribution solutions, DB Technology, enabled KRMC’s IS and Materials Management departments to easily gather and organize data from disparate computer systems and to capture this data in a single repository for easy, fast and unencumbered access. Utilizing DB Technology’s RAS software, years of dusty binders on sagging shelves have been replaced with an online easy to view and access state-of-the art document management system.
“Try to imagine the scope involved in having to print multiple copies of paper reports that need to reach a host of employees spread out over dozens of hospital departments,” said Barry Moore, director of accounting for KRMC. “Compound this scenario with printers jamming and reports being misplaced, misfiled or lost before reaching the employees who need direct and timely access to the information – and what you have is a paper silo nightmare,” he added.
KRMC was in need of an easy to use, cost effective solution that would enable reports and documents to seamlessly be archived and easily retrievable by authorized personnel. The ability to easily capture, access, process and distribute information and simultaneously eliminate the costly process of manual labor were key components of what KRMC was looking for in a document management solution.
“Getting a handle on paper expenditures while providing accurate and timely report information to accounting and other departments is critical to long term financial viability, and it is something that we pride ourselves on at DB Technology,” said David Wechsler, president and CEO of DB Technology. “We are honored to be working with Kingman Regional Medical Center and are pleased to witness the benefits that RAS technology brings to their facility.”
Utilizing DB Technology’s RAS technology, KRMC is now able to easily store and retrieve reports that are available in user-friendly electronic folders that can be viewed historically and can also be filtered, sorted and integrated into the healthcare provider’s Monarch data mining software.
“We wanted an archival system so that reports would be available to be viewed for an extended length of time, and we needed a system that was compatible with our existing data mining Monarch software,” said Moore. “RAS was the only system able to address all of the issues in a single solution,” he added.
Additionally, the healthcare provider credits DB Technology’s RAS software with:
- Minimizing duplicate report generation – no more lost/misplaced reports
- Space optimization – financial reports now are stored electronically
- Significant cost savings
- Optimized use of IS department resources – no longer retrieving multiple copies of misplaced documents
- Improved security enabling reports to be accessed only by authorized personnel
“With RAS, reports can now easily be sent electronically reducing the paper burden and reprinting of a motley collection of reports. For example, monthly expense reports used to be printed and managers would have to write on them to justify expenditures. Now, these documents are available on RAS, enabling managers to electronically send a report to accounting. The bottom line is a huge cost savings in time, paper and manual labor,” stated Moore.
Today, KRMC is running a seamless back office that excels in customer satisfaction and improved back office processing. “We credit DB Technology with providing us an easy to use, easy to maintain solution that is backed by optimized security and superior customer service. Paper silos are a thing of the past,” he added.
About the RAS Platform
DB Technology’s latest version of the RAS software, RAS 3.28, is designed to address the critical function of financial and operational information capture and report distribution, which in hospitals spans everything from patient registration to remittance. The software solution effectively maximizes revenues while streamlining the workflow automation process and eliminating paper.
The RAS 3.28 module is designed to breakdown departmental document silos by enabling users to seamlessly capture a host of financial and clinical documents including: Explanation of Benefits (EOBs), advanced directives, referrals, face sheets, and eligibility reports to name a few. Unlike traditional document management software, RAS does not require specialized interfaces to other computer systems or applications, but rather is able to capture data from any number of formats from text to HL7 to EDI to Excel to PDF. Once captured, the data can be used to format reports that are then easily accessible from the Web, network or via e-mail.
The RAS software suite easily integrates with leading healthcare and financial information systems including Epic, Cerner, Siemens, MEDITECH, McKesson, QuadraMed, PeopleSoft, and Lawson.
About Kingman Regional Medical Center
Kingman Regional Medical Center (KRMC) is a 235-bed not-for-profit facility with a 193-general acute bed capacity and an additional 20-bed Acute Inpatient Rehabilitation Center. KRMC has a strong cardiology program with a state of-the-art Cardiac Catheterization Laboratory that offers elective and emergency interventional procedures. KRMC is equipped with leading edge imaging equipment. In addition to its general services, KRMC offers to its community Occupational Health Services, a Cancer Center, a family practice clinic and a 35,000 square foot Wellness and Rehabilitation Center, which includes an educational center, full-service workout facilities, outpatient Physical Therapy, Occupational Therapy and Cardiac Rehabilitation. For more information please visit http://www.azkrmc.com/.