Welcome

Document Management Services

Proven Optimization Workflows and Automation

In the fast-paced world of healthcare, efficient management of 3rd party documents is crucial to success. Keena’s document management solutions are designed to simplify the way you handle patient records, 3RD party medical & insurance documentation, and compliance paperwork. Whether you’re importing and indexing faxes, managing cumbersome workflows, or seeking to enhance data accessibility, our tailored services allow your team to focus on what matters most – providing exceptional care.

With Keena you’re collaborating with healthcare IT experts and workflow facilitators who are always just an email, phone call or text message away.

Here’s a summary of our offerings:

Documentation Optimization Consulting

Keena’s consulting team is available to help you streamline and enhance your document management workflow processes.

We begin with an in-depth analysis of batch file content, identifying opportunities for automation to reduce manual work and improve efficiency. By examining volume statistics and assessing current documentation practices, we provide tailored recommendations to refine workflows and leverage tools like Keena File Cabinet and InteleFiler. Additionally, our team offers expert staff augmentation resources to support your organization, whether you’re dealing with a backlog or high turnover, ensuring smooth departmental operations.

Our comprehensive discovery and documentation optimization services include:

Batch Content Analysis
Review batch files received to uncover documents that could be filed automatically to uncover obstacles and recommendations for workflow changes with automation. 
Volume Statistics
Look at backlog, incoming, and daily indexed files to understand how the current process is working and how to leverage Keena’s InteleFiler solution to make it better.
Documentation Assessment
Review indexing decision points that manual indexers currently follow to find efficiencies, streamline processes and to help define rules for automation.
Indexing Staff Augmentation
Provide temporary, skilled staff to work for your organization. If its high staff turnover, a backlog of the BatchBasket, etc. our experts will help.

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Simplify Data Management Projects with Keena’s FileCabinet Solution

Our FileCabinet is designed to meet the growing demand for an efficient, no-hassle solution to help manage smaller data extraction, conversion, and archival needs regardless of the EHR platforms involved. Whether you’re handling a simple data transfer project or archiving seldom used legacy databases, Keena FileCabinet offers the perfect balance of simplicity and reliability. For each patient in the clinic list provided by the customer, Keena will extract all documents and scanned images from the EHR system, as well as generate a single CCDA for each patient, ensuring all files are in a PDF format. With this solution, you can streamline processes and focus on what matters most – growing your practice!

FileCabinet is ideal for:

Quick Data Transfers
Effortlessly convert and transfer smaller, easily accessible data sets for occasional lookups or unique data requests.
Offboarding
Hand over patient records for a smooth transition

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Keena FileCabinet Viewer Features

  • Simple web-based viewer with easy configuration to file locations
  • Search based on single index or multiple index names
  • Easy to view document – page to the right
  • All exports at your fingertips

The following elements will be provided in a single standard CCDA document for each patient record:

  • Lab Results
  • Medications (Active and Inactive)
  • Immunizations
  • Problems
  • Procedures

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Replacement for TouchWorks File Cabinet

Our seasoned consultants bring years of expertise in working with Altera TouchWorks and addressing the ongoing challenges associated with managing their legacy File Cabinet module. Keena FileCabinet provides a more efficient solution to simplify TouchWorks EHR document management projects and streamline workflows.

Here are a few ways we can help efficiently manage your Altera TouchWorks File Cabinet platform:

Transition Process

Seamless and accurate extraction of Altera File Cabinet contents to Keena FileCabinet utility

1
File cabinets could take any name given to them​

2
Any file cabinet could have any number of index types associated with them​

3
Keep information together, organized by cabinet, by index type​

4
Provide mechanism to continue to store ongoing scans Batch Content Analysis

Review batch files received to uncover documents that could be filed automatically by InteleFiler to uncover obstacles and recommendations for workflow changes with automation.

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Intelligent Document Management for Healthcare – InteleFiler

Introduction

Streamline your healthcare document management processes with InteleFiler, Keena’s innovative healthcare document management solution.

Designed to automate and simplify the filing, indexing, and importing of faxes and documents into your EHR system, InteleFiler utilizes advanced OCR technology to immediately recognize patient demographics and quickly get accurate information into your patients’ charts.

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FAQ’s

What Is Clinical Document Management?

Clinical document management is the process of organizing, storing, and managing healthcare documents—such as patient records, faxes, and referrals—electronically, allowing for easy access, and improved clinical workflow.

What Is a Good Medical Document Strategy?

A good medical document strategy involves using secure, automated systems like Keena InteleFiler to streamline the capture, organization, and integration of documents into EHRs, ensuring efficient workflows, easy access, and HIPAA compliance.

What Is the Best HIPAA-Compliant Fax Service?

The best HIPAA-compliant fax service ensures secure, encrypted transmission of sensitive health information, and solutions that offer seamless integration with EHRs while maintaining full compliance with HIPAA regulations.

How Do I Convert My Medical Records to Digital?

To convert medical records to digital files, use document management solutions like Keena InteleFiler, which captures, organizes, and electronically files paper records directly into your EHR, streamlining the transition to a paperless system.

How Do I Convert a Physical Document to Digital?

To convert a physical document to digital, use a secure scanning solution which digitizes and organizes documents for seamless integration into healthcare IT platforms, like EHRs.

How to Transition from Paper to EHR?

To transition from paper to EHR, use a document management solution to scan, digitize, and securely file paper records directly into your EHR, ensuring a smooth and efficient move to a paperless system.