Just like any other company, healthcare organizations have business related documents that must be tracked. What is not obvious is the document range that they must track, based on a variety of state and local regulations, as well as industry “best practices.” These documents span human resource departments, facilities management activities and invoice processing.
Credentialing & Unique Human Resource Documents
Every medium to large organization has a variety of documents they must track to be in compliance with state and federal employment regulations. In addition to these documents, healthcare organizations must also track professional certifications. This includes certifications for incoming nurses and other medical professionals. This may include initial licensing, specific coursework and ongoing continuing education. These documents enable the nurse to work in specific patient related activities.
When hiring a new medical professional, they may or may not have immediate access to all of their professional credentials. We can provide a customized document scanning and document management solution, which includes workflow, automatic notifications and document processing activities to collect and manage professional credentials. Once the medical professional is hired, we can manage the collection and management of these documents, ensuring ongoing compliance with state and local regulations.
Facilities Management
Facilities management represents a series of complex, inter-related documents. With complex, integrated systems and continuous maintenance activities, having a single place to look at a project and facilities documents can save time and money. By scanning all of your original drawings and any as-built documentation, you can have a single electronic repository for these documents, making it easier for contractors and managers to keep track of activities. Since scanning larger documents typically requires a specialized wide format scanner and software, we recommend outsourcing these activities to a third-party who has appropriate experience and resources.
In addition to scanning the documents, we can help you put into place, a workflow system to track facilities changes, and manage invoices and subcontractor insurance certificates. Not unlike medical professional certification tracking, we can make sure that your contractors are automatically up to date on their documentation, as well as providing the scanning and document management services in support of these issues.
Invoice Processing
In a recent blog post, we discussed outsourcing invoice processing for healthcare organizations. Since we have extensive experience managing these activities for a variety of industries, we can leverage our economies of scale and experience to make your invoice approval, exception handling and document storage activities take less time, ultimately reducing costs.
Consider American Micro for Non-Patient Document Management
With highly secure facilities, extensive industry experience, and a broad range of document processing experience, we can help hospitals, clinics and other healthcare organizations in Kansas City, Missouri and Kansas focus their resources on patient care rather than administrative activities. With our services, you will ultimately have access to information faster in a more meaningful way, enabling you to make decisions faster and put your most important asset, your people, focused on your patients.
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Higher education continues to come under cost pressure from all sides. State funding is shrinking, education costs continue to rise, and student loans and application processes are getting more and more complex.
How can colleges and universities keep up with the more complex application process and become more efficient in light of this increasing document burden? Think of it as a course in higher education process improvement:
- Digital from the Beginning: Document Scanning
- Save Time: Workflow automation
- Final Exam: Electronic Forms
The Result: you can start generating the biggest return on investment (ROI) in the shortest period of time—so that you can start doing more with less.
Contact us and receive a complimentary assessment
Case Study
Learn how FileBound Document Management helps South Plains College manage over 1.5 million documents and the Admissions and Financial Aid Office in this case study.
Is a Paperless Office Right for You?
Find out for by taking a complimentary 60-day test drive:
Healthcare organizations continue to get squeezed from all sides, and continue to look for ways to focus their resources on patient care. While document scanning continues to be a part of the patient record process, non-patient related document management represents an opportunity for process improvement.
Different Document Processes Require Different Skills
In many cases, scanning related to patient records is tightly controlled from a document management and software perspective. Many of the documents already have barcodes or other content that enables them to be easily identified by many electronic medical records (EMR) applications. This means that after these documents are scanned, they are automatically entered and connected to the patient in the EMR system. This eliminates a great deal of manual indexing.
Focus on Invoice Processing
On the other hand, supplier invoices come in many different formats, and require significantly more manual data entry and indexing before being processed. Business process outsourcing (BPO) organizations will receive the invoice, scan it, and make it ready for your accounting software. By outsourcing these manual entry processes for invoices, healthcare organizations can speed the flow of the invoice from when it arrives to when it is approved for payment.
Many BPO organizations possess significant experience with electronic invoice processing activities, which enables healthcare organizations to take advantage of their improved processes. Whether with EMR accounting software or the hospital’s separate financial management application, the invoices can be made available electronically, quickly and efficiently.
Full Service Suite
If your EMR does not have a robust document management system within its accounting functionality, you can manage the documents through an inexpensive document management system. The advantage of this approach is that you can customize the separate application to perform a variety of approval related functions quickly and efficiently, without having to rely upon expensive configuration activities associated with the EMR program. The document management application can manage approvals, exception management and historical tracking, enabling only the pre-qualified invoices to be approved for payment. We recommend FileBound since it provides strong workflow and document management capabilities without long implementations or expensive capital requirements, particularly when utilizing The Cloud.
Work With An Expert
American Micro has a long history of working with large hospitals and can provide you with customized scanning, indexing and document management services to complement your existing invoice processing capabilities. We will allow you to focus your valuable resources on more strategic activities rather than on the management of invoices.
Samantha Combs: 2 years of service!
Karen Zecy: 24 years of service!!
John Larson: 45 years of service!!!
American Micro is growing and we’re looking for tomorrow’s leaders. We want individuals who want to assist in our continued success.
Specifically, we seek a Business Development & Sales Professional to work out of our headquarters location here in Kansas City.
Are you…
- A tenacious self starter that enjoys challenges and conflict?
- A natural leader and easily engaging into conversations?
- Not looking to being micromanaged and rewarded for what you produce?
- An individual that is way too competitive to those that know you best?
- Looking for a solid organization that is looking for leaders to take charge?
- The type of person that doesn’t shy away from challenges and networks easily?
- If you think you have what it takes please complete the process below.
If so, do you meet the following criteria?
- As a technical sales professional, you will be providing solutions that fulfill client’s paper processes by providing them with workflow, electronic forms, cloud document management, and document imaging software.
- Overnight travel for training only 3-5 nights per year.
- The job location covers the Greater Kansas City area.
- Total Possible Compensation: Base with commissions: $60,000.00 to $75,000.00 first year.
- Job Requirements: 4 year college degree and previous selling experience require.
If you meet the criteria above, then mail your resume and cover letter (including salary requirements) to:
American Micro Company
1933 Troost
Kansas City, MO 64108
Attention: Human Resources
For faster consideration, download, print and mail this full employment application.
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According to the Aberdeen Group, Best-in-Class invoice processing looks like this:
- 4.1 days to process an invoice from receipt to approval
- $3.34 average cost to complete processing of an invoice
- 90% capture rate of early payment discounts
Average looks like this:
- 6.1 days to process
- $6.29 average cost
- 47% early payment capture
How does your organization compare?
If your answer is, “Not very well” or “I don’t know,” then contact us. We can help you cut invoice processing time and cost by 50% or more, and help you double the amount of early payment discounts you capture with our invoice processing solutions:
- Invoice scanning services
- FileBound document management
- Integration with QuickBooks, MAS 90/200/50, Microsoft Dynamics GP, Oracle, and other accounting/ERP systems
Accounts Receivable
With our document scanning and document management solutions, you can take advantage of the following for your A/R operation:
- Reduces days sales outstanding (DSO)
- Lowers collection costs
- Increases lockbox visibility
- Improved customer service and relations
A number of government regulations dictate the records management practices of pharmaceutical companies and medical research organizations. The FDA’s CFR 21 Part 11 and HIPAA’s 45 CFR Part 164 painstakingly detail the regulations around record keeping. These include not only patient information, but also stretch to manufacturing documentation, supplier information and research activities. Organizations must provide auditable and discoverable records of every step of a drug’s discovery, testing and manufacturing.
In addition to the aforementioned regulations, domestic and international Good Manufacturing Practices (GMP) and Good Lab Practices (GLP) drive organizations to have solid document management practices in place.
The Lab Notebook
In the drug discovery process, much of this information lives in bound lab notebooks, second only to the intellectual property stored in the scientist’s head. While scanning technology has not yet progressed to extracting information directly from the human brain, lab notebook scanning is the next best thing.
Scanning lab notebooks simply involves putting the notebook under a specialized book scanner, and imaging every page separately—though it’s labor intensive and familiarity with how to use the technology is key. The book scanner utilizes algorithms to compensate for page curvature inherent to notebooks, to apply image clean-up when needed and include page numbering and other meta data.
Scanning Benefits
Organizations that scan these notebooks gain significant benefits from having this information available electronically in addition to complying with HIPAA and FDA regulations.
First and foremost, it creates a backup copy of the information in the book, reducing corporate risk. There is no need to make photocopies for archiving, which can also be easily lost or destroyed. The information is electronically stored, and can be put into a document retention cycle like any other electronic document.
Second, having this information in a digital format enables quick and efficient retrieval. No longer do you have to manually search through the individual notebooks to find content during an audit. Digital information becomes available quite quickly, and can shorten the retrieval time significantly.
Finally, once scanned, intelligent character recognition (ICR) technology can be used to convert handwriting into a searchable format. This may help the research teams find information from legacy research and development or old drug trials that could lead to new breakthroughs today.
It’s What We Do
American Micro has significant experience helping drug discovery organizations reduce their risk by scanning their lab notebooks. Whether we do the scanning or provide you with the book scanners and image capture software that integrates with your current document management system, we have the critical experience with these technologies to simplify this process.
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Are you:
- Overwhelmed by your current filing system?
- Paying too much for file storage?
- Frustrated with the time it takes to retrieve documents?
- Unsure about the security of your documents?
If so, we fix that with:
- Document scanning
- Microfilm scanning
- Wide format & aperture card scanning
- Invoice processing
- HR electronic forms
- Cloud document management
- Workflow automation
- Data entry
- Claims processing
- POD processing
- Student record scanning
- Patient file scanning
American Micro has been helping Kansas City area businesses fix their document management challenges since 1958.
If you’re still frustrated with the inefficiencies and high costs of processing paper documents, contact us or call (888) 630-1153 for a complimentary consultation or 60-day test drive.
]]>This “social revolution” takes into account the millennial culture that will soon dominate the workforce, and the changing technology that dictates social trends. In essence, this revolution is all encompassing of the variety of changes that have started to permeate the office.
There are five distinct areas that social is assumed to change the workplace this year. Take a look at the Forbes article that goes into detail about what this “social revolution” could mean for your company. http://onforb.es/VfwEvO
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