Document Management Services and InteleFiler Enhancements
This month, we are highlighting our Document Management Services with a special focus on our Enhanced InteleFiler solution. Key topics will include Document Management Optimization, FileCabinet, InteleFiler, and a few practical tips and tricks to maximize your team’s efficiency.
Optimization Consulting
Our detailed discovery and document optimization process includes:
Batch Content Analysis
Identify documents for auto-filing via InteleFiler, pinpoint obstacles, and recommend strategies to enhance automation.
Volume Statistics
Assess backlog and daily document volumes to uncover opportunities for process improvement and workflow optimization.
Documentation Assessment
Review manual indexing decision points to streamline processes and define automation rules, increasing productivity.
Indexing Staff Augmentation
Supplement your team with experienced staff to address turnover, backlogs, and ongoing document management needs.
Keena FileCabinet
Keena FileCabinet is the go-to solution for efficient, hassle-free management of smaller data extractions, conversions, and archiving needs across any EHR platform. From simple data transfers to archiving legacy databases, FileCabinet offers a reliable way to streamline operations so you can focus on practice growth.
Ideal uses for FileCabinet:
Quick Data Transfers
Easily convert and transfer smaller, accessible data sets for occasional lookups or specific requests.
Mergers & Acquisitions
Simplify the integration of smaller practices into your network platform for seamless data transitions.
Offboarding
Facilitate patient record transfers during staff changes or system transitions.
Efficient Archiving
Securely archive smaller legacy databases for minimal access while ensuring data safety and availability as needed.
InteleFiler Enhancements
Driven by client feedback, the latest release of InteleFiler has been enhanced to deliver more advanced features and functionality, leveraging the power of AI and OCR capabilities. This advanced functionality transforms your indexing operation, reducing repetitive tasks and improving overall productivity.
Key New Features:
Optical Character Recognition (OCR)/AI
Automatically extracts key data (e.g., Patient Name, DOB, Provider, Date of Service), reducing manual effort and ensuring accurate indexing. Documents that can’t be processed are routed to the Work Queue for easy completion.
Failed Fax Identification
Detects and prevents duplicate or partial faxes caused by resend errors.
Centralized Work Queue
Streamlines workflows by eliminating task boards and reducing fragmentation.
Order Completion and Referral Loops
Automates order processing and referral loop closures within your EHR.
Batch Splitting
Simplifies batch management by efficiently handling documents across multiple patients, pages, and files.
Completing Orders and Closing Referral Loops
Simplify workflows with automated order completion and referral loop closures directly within the EHR.
Efficiency Improvements
Reduced Manual Effort:
Automatically extracts key data (e.g., Patient Name, DOB, Provider, Date of Service), reducing manual effort and ensuring accurate indexing. Documents that can’t be processed are routed to the Work Queue for easy completion.
Streamlined Processes:
A centralized work queue consolidates workflows with batch searching and splitting, while Failed Fax Identification prevents duplication and partial faxes from resend errors.
Productivity Claims
Time Savings:
Automation frees staff for critical tasks by reducing manual effort.
Error Reduction:
Improved accuracy saves costs, prevents filing errors, duplicate records, and rework.
Faster Turnaround:
High-priority documents are processed more quickly, enhancing patient care.
Improved Focus:
Frees up staff to prioritize value-added activities, supported by advanced performance and auditing reports.
Improved Scalability and Growth Potential
Adaptability:
Supports increased document volumes without additional staffing costs.
Custom Configuration and Template Creation Services:
Tailor system configurations based on discovery findings to meet your specific practice needs. Develop workflow enhancing templates for repeatable document types.
Enhanced Reporting:
New automated reporting features include Batch History Reports, Automated Performance Reports, and upgraded system auditing capabilities for improved transparency and performance tracking.
Did you know?
TouchChart Scan can be configured with folders not linked to document types, which may be used to enhance chart aesthetics. However, these folders pose risks.
Documents indexed to these folders won’t appear in TouchWorks EHR. Additionally, during transitions to Integrated Scan, these documents may be “lost.”
Options for Addressing Documents in These Folders:
Move Existing Documents
Manual Move:
Keena provides detailed reports (dates, providers, patient info) for manual relocation.
Automated Script:
Use a script to return documents to the batch basket for reprocessing.
InteleFiler:
Leverage the dashboard to process these documents, as key details are already known.
Ongoing Monitoring or Configuration Adjustments
Nightly Report:
Flag documents mistakenly added to these folders.
Configuration Change:
Adjust settings to prevent these folders from appearing as indexing options.
Past Bulletins
Issue #8
Getting More Out of Your EHR/PM Systems
Issue #7
Value-based Care Solutions
Get Involved
Tech Talk
Monthly client discussion, facilitated by Keena consultants
Please join our next call on the 4th Tuesday of each month. Contact Christine Piper for an invite. You must be live on v20+ to participate.
Attention Altera TouchWorks v20+ clients! Keena has started a client driven technical user group that is brought together to discuss common technical challenges around your v20+ upgrade. Recent topics include Application Pool Recycling and Monitoring; and addressing troubled servers.
Everything Interfaces
Quarterly client discussion, facilitated by Keena consultants
Please join our next call on the 2nd Tuesday of each Month.
Open to all Altera TouchWorks regardless of version or interface engine application. Everything Interfaces provides a discussion about challenges, and tips & tricks to improve the function and efficiency of complex interface operations facing Altera clients.