The Association of Specialty Physicians, Inc. is a Board Certified surgical specialty group dedicated to treating people who are seeking medical care in a timely, professional manner, upholding the highest standard of patient care. They have continued to grow in their recognized leadership in providing orthopedic, general surgery (including vascular and thoracic), and urology services since their inception in 1996. They focus foremost upon patient satisfaction, restoration of health and efficient utilization of resources.
This case study demonstrates some of the challenges that the healthcare industry faces on a daily basis and how DocuClass can help healthcare professionals become more organized and efficient in their day-to-day operations.
The Association of Specialty Physicians, Inc. was having issues with keeping track of their human resource files, accounting papers, and electronic files. They needed the ability to search and view organized documents. Another concern was inefficient use of office space for document filing.
Serving the needs of the healthcare industry requires the timely management of mountains of documentation. The Association of Specialty Physicians, Inc. has a broad range of doctors who offer a wide variety of services that attract a diversity of patients. Due to the number of doctors, examination rooms and specialty equipment, the maximum amount of office space was needed for patient care. File storage space was quickly filling up with patient records, insurance claims, human resources records and accounts payable records.
Accounts Payable and Human Resources required paper documents. These departments were becoming increasingly packed with hard copies. Offsite storage would not solve the problem, since the office staff required access to the records on a regular basis and retrieval fees were too high.
The Association of Specialty Physicians was looking for a way to improve their method of information storage, thereby maximizing their space for patient care. After changing the way they handled their documents through the use of DocuClass, they not only reclaimed office space but achieved significant improvements in their business operations.
The primary DocuClass modules used include:
Association of Specialty Physicians scanned and indexed all of their hard copy documents by using DocuClass’ Advanced Scanning Module. Administrative staff was able to index the pertinent information using a barcode cover sheet, thereby identifying and separating the various types of documents. Staff still uses the barcode cover sheets for scanning and indexing of new documents.
Full Access Client
DocuClass stores all information in the Full Access Client, enabling the Association of Specialty Physicians, Inc. to view, print, and e-mail, along with many other functions. The staff, if authorized, can make on-the-fly changes to electronic documents such as Microsoft Word & Excel files. The Association of Specialty Physicians stores information by groups such as Accounts Payable and Human Resources, then categorizes the documents by document types such as equipment leases, medical and x-ray supplies, and utilities.
DocuClass also keeps track of incoming documents, tracks search queries and document dates and times, requested by administration, to monitor the sensitive information accessed by authorized users and to protect themselves from the HIPPA guideline violations.
- Human Resource files
- Accounts Payable files
? Association of Specialty Physicians