Healthy Admissions Processes
Customer Company Size
Large Corporate
Region
- America
Country
- United States
Product
- DocuWare
- Kodak I-40 scanner
- Fujitsu multi-function device
- Ricoh multi-function device
Tech Stack
- Document Imaging System
- Barcode Technology
- MS Word
Implementation Scale
- Enterprise-wide Deployment
Impact Metrics
- Productivity Improvements
- Customer Satisfaction
- Employee Satisfaction
Technology Category
- Application Infrastructure & Middleware - Data Exchange & Integration
- Application Infrastructure & Middleware - Database Management & Storage
Applicable Industries
- Healthcare & Hospitals
Applicable Functions
- Human Resources
- Procurement
Use Cases
- Asset Health Management (AHM)
- Regulatory Compliance Monitoring
Services
- System Integration
- Data Science Services
About The Customer
Christian Health Care Center (CHCC) is a non-profit organization that was founded in 1911 by a group of deacons from the Reformed tradition. The Center is open to anyone regardless of race, sex, or religion and provides high-quality, family-centered elder-care and mental-health services. CHCC offers both inpatient and outpatient programs. Its elder-care programs include long-term care, a special-care inpatient behavior-management unit, adult day services, assisted living, and independent senior residences. The Center's mental-health services include a psychiatric hospital, partial program, and outpatient counseling. CHCC's mission is to provide services in a compassionate and loving environment.
The Challenge
Christian Health Care Center (CHCC) was struggling with redundant data entry, slow insurance invoicing time, and poor internal information sharing. The Center manages a variety of documents from different departments, with a focus on digitally managing the documents in the Admissions and Education Departments. Each of the Center's programs has its own admission process and set of documents, all of which require an application, signed consent forms, billing information, a copy of the insurance card, and insurance verification documentation. This information was manually entered into the Center's system, and other necessary documents were added to the patient's record. The Education Department needed to store staff certifications and sign-in sheets for clinical and non-clinical programs, as well as other documents such as tests and course outlines. The Center was looking for a powerful, modular, document imaging system that could provide not only a departmental solution, but one that could grow into a workflow system throughout the organization.
The Solution
CHCC implemented DocuWare, a powerful, modular, document imaging system. The system was implemented by Authorized DocuWare Partner, Atlantic Business Products, which seamlessly imported six years of admissions documents and index information from an outdated imaging system into the new DocuWare system. Scanning is done at each Admissions office, using either a Kodak I-40 scanner or a Fujitsu or Ricoh multi-function device. With DocuWare, the organization's work processes have remained basically the same. Demographic information is still manually entered into the Center's system; however, it is only entered once and is used to automatically index scanned documents across the organization. Before scanning, the staff generates a barcoded cover sheet by typing the patient's Social Security number and document type into a MS Word template. The Center's staff converts this text into two barcodes by simply changing the text to a barcode font. During scanning, DocuWare 'reads' the barcodes and fills in a value for the doc type index field, then uses the barcoded SSN as a matchcode to populate the remaining index values, such as last name, first name, medical record number, date of birth, and admission date.
Operational Impact
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