Posts Tagged ‘Healthcare document management’

Community Mental Health Authority

July 3, 2013

After implementing FileBound, Community Mental Health Authority solved its issue of having a disconnect between data and documents while keeping security top of mind.

Community Mental Health Authority of Clinton, Eaton and Ingham Counties (CMH), headquartered in Lansing, Michigan, employ more than 800 people making it the fifteenth largest employer in the region. CMH was created in 1964 to serve the mental health needs of the residents of the tri-county community, including: adults with mental illness, children and adolescents with emotional disturbance or mental illness, adults with development disabilities, children with developmental disabilities, and adults with substance abuse disorders.

The Problem

CMH had a growing issue with the availability and security of documents and information that they needed to provide services to their clients. They also wanted to address the disconnect that existed between data in their systems and associated documents. As information was updated in their core systems they wanted that information to be reflected in the system that managed all the supporting documents. They needed to find a better way to meet their growing needs.

The Solution

CMH chose FileBound because it met all of their needs, including improved access to documents from any of their locations, the ability to apply security on files and sections of files, and the ability to share data from their existing systems to update files within FileBound during a nightly update.

Trinity Mother Frances

June 26, 2013

After automating this medical service supplier’s contracts with FileBound, they were able to free up space and better protect their contracts.

For over 70 years, Trinity Mother Frances has supplied medical services to people living throughout the East Texas region. The organization encompasses 36 specialties and serves a number of communities where it has earned a reputation as a national leader for patient satisfaction, advanced technology and quality initiatives.

The Problem

Over the years, Trinity had acquired a large number of contracts with physicians, vendors, partners, real-estate groups and other entities and was having trouble managing them. Contracts were too often missing, incomplete, in-actionable and renewing automatically without the group having the opportunity to renegotiate terms. There was both a need and a strong desire throughout the organization to have these contracts managed more efficiently through automation.

The Solution

Trinity sought a solution that would streamline the contract management process and make lost files a thing of the past. They wanted a system that would reduce the cost of managing contracts and provide notification when contracts were about to expire. The group also needed to free up floor space for uses other than file storage and entirely eliminate costly off-site storage. Trinity achieved all these goals by adopting a FileBound Document Management Solution. The system was configured to allow managers to easily track workflow on contracts and to notify parties involved that a contract was coming up for renewal so they can renegotiate the terms prior to renewal.

FileBound Results

FileBound provided a complete solution that contains all the features and functions Trinity required to efficiently manage its contracts, make them easily accessible and completely secure. They were able to free up floor space formerly devoted to banks of file cabinets and to cease using outside storage facilities to house contract files. The client is extremely pleased with the solution and finds FileBound to be user-friendly and intuitive, which allows users at various levels to confidently and competently use the system in ways that maximize their results.

Document Management Industry Roundup: June 14, 2013

June 14, 2013
Feeling out of the loop of industry news? Our blog has the week's important information, all in one place!

Feeling out of the loop of industry news? Take a look at the week’s important information, all in one place!

This week’s important resources:

A quarter of employees use “unofficial” cloud-based services to share content. Find out what other numbers about the cloud you need to know.

Will your health organization have fully functional electronic medical records by the 2015 deadline?

This city council‘s decision to go paperless helped council members be more prepared for meetings.

Do you have more “data people” or “process people” in your IT department?

In case you missed our latest blog:

Space is important and expensive. FileBound helped this health system free up two rooms that were used to house documents and records.


Humility of Mary Health Partners

June 12, 2013
Space is important and expensive. FileBound helped this health system free up two rooms that used to house documents and records.

Space is important and expensive. FileBound helped this health system free up two rooms that were used to house documents and records.

Humility of Mary Health Partners (HMHP) is a region of Catholic Healthcare Partners, the largest health system in Ohio and the seventh largest not-for-profit health system in the United States. With facilities throughout Mahoning, Trumbull, and Columbiana Counties, Humility of Mary Health Partners is proud to be the area’s preferred provider for health care services.

The Problem

When services are provided to patients, claims for the payment of these services are submitted to third party payers (insurance companies, government agencies, 3rd party administrators, etc.). Payments are made to the providers in the form of a check or electronic funds transfer. Accompanying the payment is an itemized report of the claims included in the payment. Typically several patients are paid with a single check. The itemized report is then used by the provider to post the payment to each patient’s account. Often the amount received doesn’t fully satisfy the outstanding balance and then requires them to either submit a secondary claim or bill the patient directly for the difference. The challenge for the health care provider is to create a filing system that allows them to easily retrieve an EOB that lists multiple patients in order to submit a secondary claim or to perform collections for the unpaid balance for a single patient.

The Solution

FileBound provided the perfect solution to HMHP’s process challenges. FileBound allows users to build a process that minimizes the labor required to file and retrieve EOB documents. After the EOB’s have been posted to the accounting system, they are batched according to how that system processed them (typically posting date or batch ID number). These batches are then scanned and indexed by the batch ID or posting date. The scanned batches are run through an OCR (optical character recognition) process that indexes all the words off of the documents. This allows the provider to lookup a payment in the accounting system to get the batch ID information they then enter that value into the FileBound system along with a name, amount or claim number and search for the pages within the batch that has this information. Once these pages are found, the system allows you to use a “white-out” process (redaction feature found in annotations) to reprint a version of the form that only shows the information for a single patient as mandated within the HIPAA regulations. This is then used as a backup attachment for secondary claims or in collections.

FileBound Results

By implementing the FileBound solution, HMHP was able to empty two rooms. One of the rooms is no longer needed and has saved them office space costs and the other room was converted to an equipment room. Additionally, offsite storage space has almost been eliminated. 

Document Management Industry Roundup: May 31, 2013

May 31, 2013
Start your weekend right by brushing up on what you might have missed.

Find our what you might have missed this week about ECM, paperless, and BPM.

This week’s important resources:

Does your organization need a one-size-fits-all ECM solution or one with specific features?

Do you know how the paperless healthcare industry will benefit patients and doctors?

“BPM is a structured, systematic approach to improving business process. It is an integral part of enterprise architecture and can only deliver value to an [organization] when used within the scope of overall enterprise architecture results.” Without having BPM integrated into your business strategy, it can’t be effective.

In case you missed our blog:

An ineffective AP process left this medical care center with unnecessary late charges from vendors until FileBound helped streamline their processes.

Community Home Health

May 29, 2013
Keeping patient files easy to access for those who need them, and secure from those who don't was important for this health center.

After realizing the lack of an effective AP process was costing too much in late charges, this medical care practice implemented FileBound to help it eliminate late fees.

Part of a larger organization, headquartered in Pennsylvania, Community Home Health of Claremore, Oklahoma, provides quality, compassionate care to those in the community facing illness and/or medical limitations. Through a wide range of programs, the company meets the needs of people of all ages by providing the latest medical technologies and hospice services.

The Problem

A busy medical care practice with limited staff, Community Home Health was deeply involved in providing quality service to patients. However, lack of a workable AP process and a viable electronic document management system caused the company to pay significant late charges to vendors. On average, the company was sending out approximately 50 checks per week using a simple Quicken accounting program. There was no purchase order system and four different people within the organization had the authority to order supplies. The CFO had no idea an order had been placed until the packing slip arrived in his mailbox. He would file the packing slip in one drawer of his desk. When the invoices arrived, they were placed in another location. Because there was no clear system for matching up invoices and making payments in a timely manner, the company was often forced to pay late charges that were completely unnecessary.

The Solution

The first step in solving the problem was the adoption of a workflow solution that allowed certain specified users to approve purchase orders before orders are placed. Community Home Health personnel set due dates within the workflow module that assure payments are made in time to avoid late charges. Through a hosted FileBound document management solution, the company is able to match up the PO, packing slips and invoices electronically, ultimately decreasing the time and hassle of paying invoices.

FileBound Results

Community Home Health has eliminated late fees from its AP process. The system is streamlined, organized and efficient. Because of FileBound, Community Home Health is able to have confidence in its AP process and continue focusing its energies on providing quality health care services to people in need.

Document Management Industry Roundup: May 17, 2013

May 17, 2013

This week’s industry news:

Take a break to catch up on this week's latest industry news

Take a break to catch up on this week’s latest industry news

Despite the cloud’s ability to provide serious benefits, many IT departments are hesitant to jump into the cloud.

US Customs is moving towards going paperless. The agency will be trialing kiosks for travelers to fill out their arrival paperwork.

“Every document that’s important to your business can and should flow into a digital records management system.”

Upland Software announces the acquisition of FileBound Document Management Solutions, making it the world’s largest provider of cloud-based enterprise software for project, portfolio and work management.

In case you missed our latest blog:

After implementing FileBound On-Demand, this regional medical center was able to deliver EOBs quicker, saving on labor costs.

Kossuth Regional Health Center

May 15, 2013


Kossuth Regional Health Center (KRHC), located in Algona, Iowa, operates a 24-bed critical access hospital, two physician clinics, home care, hospice and public health nursing agencies. The company includes 150 employees and maintains service agreements with Mercy Medical Center – North Iowa.

The Problem

To determine eligibility for treatment at Kossuth Regional Health Center, staff is required to gather social, medical and psychological information on prospective patients. It was difficult to assemble all the required patient information and maintain it in one location that was easily accessible to all authorized to use it. Handling the slow, manual preparation and storage of Explanation of Benefit (EOB) forms was another challenge that slowed responsiveness to requests for documentation of benefits. Both the in-take and the EOB management processes were costly and labor intensive. Clearly, something needed to be done to streamline the systems and centralize document storage.

The Solution

FileBound document management was the solution KRHC needed to streamline and secure its intake and EOB operations. FileBound’s affordable price made it possible for KRHC to adopt the on-demand version that requires minimal IT resources from the client. Because the software is customizable and flexible, KRHC has been able to deploy it in multiple areas of the Health Center.

FileBound Results

The adoption of FileBound has streamlined the handling of patient intake information and the preparation and storage of EOBs. FileBound has become a highly secure, central repository of information that can be shared throughout the organization. One of the most appreciated benefits of FileBound is the ability to provide EOBs to patients quickly and conveniently. KHRC anticipates a 50-60 percent time savings (which translates into significant cost savings on labor) once FileBound is fully implemented.

Document Management Industry Roundup: April 5, 2013

April 5, 2013
Bust week? Catch up on the latest news with our industry roundup.

Busy week? Catch up on the latest news with our industry roundup.

This week’s important resources:

While creating archives of content, how do you decide what should and shouldn’t be digitized?

A paperless future is eminent, but knowing what potential roadblocks exist can help your business be prepared.

Can BYOD make employees more productive? Almost 3/4 of IT leaders think so. Find out more BYOD stats here.

Have you started to utilize BPM to improve customer experience?

In case you missed our latest blog:

After partnering with FileBound, Innovative Medical Management grew its client base 50%. Find out how.

Innovative Medical Management, Inc.

April 3, 2013
After partnering with FileBound, Innovative Medical Management grew its client base 50%.

After partnering with FileBound, Innovative Medical Management grew its client base 50%.

Founded in 1994 by President and CEO Bassel Salloum, Innovative Medical Management, Inc. provides billing and collecting services for medical providers seeking payment from Worker’s Compensation, Medicare, and private insurance companies. The Anaheim Hills, California company with more than 80 employees manages over $300,000,000 in accounts receivables and bills out on behalf of its clients over $4,000,000 per month in new charges.

The Problem

Innovative Medical Management’s (IMM) processes for billing their clients’ claims to Worker’s Compensation, Medicare and private insurance companies – or for having the court include the clients’ billing in a legal claim for payment – were paper intensive and slow. The system required employees to gather the medical records and billing information from IMM’s medical provider clients (by USPS, fax or email) and then make copies of all the information. Next, the employees had to send the information to the insurance provider or to the court. Ultimately, the medical record and billing information was sent to a collector for follow up until payment was received. Because there was so much paper involved in each case, it was easy for a file to be lost or misplaced. Employee capacity was low (one client per biller) because the process of providing documentation was labor intensive, hard copy focused and slow.

The Solution

With the help of the FileBound Document Management Solution, Innovative Medical Management was able to reconfigure its entire workflow to save time and labor. Now when hard copy files come in from medical providers, they are scanned and entered into the FileBound archive. When IMM billers are assigned a client, they electronically produce a billing statement for processing. Information is emailed and faxed directly from FileBound to the insurance companies and attorneys cutting out the time- onsuming file-copying step all along the workflow path.

FileBound Results

Innovative Medical Management’s billing capacity has doubled since the installation of FileBound in March 2010 and no new employees have been needed. The company has gone from having one employee handle one case to having each employee successfully manage multiple cases. Lost files have become a thing of the past because every document is housed securely in the FileBound archive. Since the arrival of FileBound, IMM bills insurance faster and collects quicker, which means extremely satisfied clients. Consequently, IMM’s client base has grown by 50 percent.