Intelligent Document Import: InDxLogic - CHUG · Intelligent Document Import: InDxLogic Friday...

Intelligent Document Import:

InDxLogic

Friday April 30th, 2010

Westin La Paloma, Tucson , Arizona

Panel Members:

Dr. Marc Aversa, Medical Director, Sound Family Medicine, Puyallup, Wa

Susie Denny, Manager of Medical Information, UAP Clinic, Terre Haute, Ind

Karen Frank, Operations Director, Rockhill Orthopaedics, Kansas City, Mo

Objectives

Review:• What is InDxLogic

• Workflow Changes [Before/After]

• Common Workflows• Common Workflows

• Organizational Benefits

• Role of Administrative Leadership

• Key Considerations

2Intelligent Document Import: InDxLogic

• Introduction

– What is “Intelligent Document Imaging” ?

– Why did we decide to use InDxLogic ?

• Three sites, three different stories

Intelligent Document Import: InDxLogic

• Three sites, three different stories

– Sound Family Medicine

– UAP Clinic

– Rockhill Orthopaedics

• Our overall impressions


The Big Picture: Our three clinics

Scan 1000 documents

610 documents went

directly to EMR

390 documents

went to the manual

indexer

70 documents completely

indexed- for review only

320 documents partially

indexed for completion

What is InDxLogic?

1. You scan a document

2. InDxLogic analyzes it

Automated Import of Scanned Documents

2. InDxLogic analyzes it

3. The document and OCR content goes into the

EMR automatically, like a lab interface

Once you teach InDxLogic what you want, you

don’t need to review and index any more


Intelligent Document Import: InDxLogic 6

• Private Practice

• 30 providers

• EMR 1998

• DocuTrak


Sound Family Medicine

Physician Leaders Required:

- Rapid access to outside records

- Easier review of PDF documents



We had InDxLogicWe had InDxLogic

…Languishing


Month

Total

Documents

Scanned

Daily

Average

Documents

Matched %

Feb-09 568 40 69%

… … … …

Intelligent Document Import: InDxLogic 10

… … … …

… … … …

Oct-09 2,774 163 57%

Nov-09 2,239 223 82%

Dec-09 7,887 358 59%

Jan-10 8,421 401 67%

Feb-10 12,532 522 69%

6000

8000

10000

12000

14000

Total Documents Scanned

# completely automated

Began

Aggressive

Mapping

Began

Aggressive

MappingPresorted Presorted


0

2000

4000

Nov-08 Dec-08 Jan-09 Feb-09 Mar-09 Apr-09 May-09 Jun-09 Jul-09 Aug-09 Sep-09 Oct-09 Nov-09 Dec-09 Jan-10 Feb-10

MappingMappingPresorted

prior to

Indexing

Presorted

prior to

Indexing


Create a Mapping


Create a Mapping

Champion


OCR first page viewOCR first page view

Less paperclip clicks!


Intelligent Data Capture

When InDxLogic recognizes a

Mammogram document it

pushes “Mammogram Done” to pushes “Mammogram Done” to

the database – it captures data


Intelligent Document Import: InDxLogic 15Intelligent Document Import: InDxLogic

• Multispecialty practice: 76 providers, 9 locations

• EMR since 1998, DocuTrak since 2004, InDxLogic 2008

• Scan at all 9 locations, index at main office

• 8000 documents scanned per week! (with just 2 FTE’s)

• Started with internal documents and high volume items • Started with internal documents and high volume items

and perfected these

• Started at the main facility and eventually set up every

site to scan locally and send to central indexing.

• 71% overall automatic match rate

• Over 2000 phrases built


We don’t have to index the document

once it’s scanned.

AUTOMATIC INDEXING

once it’s scanned.



Scanned using InDxLogic and auto indexedInto the EMR – no manual intervention.

20

The Patient name was found by

InDxLogic so the next step is to add

the document type.

ASSISTED INDEXING

the document type.



Step 1: InDxLogic found patient name

And filled it in automatically

22


Step 2: Select Document Description

23


Step 3: Ready to send to the EMR

24


Document is now in the EMR with text visible for providers to review

25

Decisions we made at UAP:

• Documents signed or unsigned?

• Summary line: Facility name, Test Name• Summary line: Facility name, Test Name

• Multiple locations & specialties scan remotely

• All Indexing done at main office

• We can “review” those few document types

that we may want to route to the provider

manually


Rockhill Orthopaedics, P.C.

• Private practice, 8 surgeons, 2 physiatrists

• EMR since 2005

• InDxLogic since early 2009

• FAX Server delivers directly to InDxLogic


• FAX Server delivers directly to InDxLogic

• All scanners scan to InDxLogic so no

document sorting

Needed one less FTE within 3 months

Before:

– Prior to InDxLogic we had a backlog of documents

waiting to be indexed

After:

– Now no backlog of documents


– Now no backlog of documents

– Image reports now have complete summary lines

in the EMR – big plus for our providers

– HIPPA form never has to be touched

– PMH form never has to be touched

Less time spent on scanning, staff happier!


Before InDxLogic: Providers must

open attachments to view reports

29

After InDxLogic: Providers can

read the report and copy & paste

30


After InDxLogic: Staff have scanners at their workstations and

60% goes right into the EMR

31

Workflow changes improved our

automatic indexing, such as…


We now print all our forms from the EMR

to achieve automation



We also use Sticky Labels:


These Past Medical Record labels

distinguish between old patient

records and new tests ordered


records and new tests ordered

by our providers – improved

workflow


• Change takes time

• Have the right person who gets it!

• We needed to work with our


• We needed to work with our

consultants and hospitals

Takes time up front but saves lots of

time once it’s working well


The Big Picture: Our three clinics

Scan 1000 documents

610 documents went

directly to EMR

390 documents

went to the manual

indexer

70 documents completely

indexed- for review only

320 documents partially

indexed for completion

Our Paper Documents per Year

Sound Family Medicine 44,000

UAP 208,000

Rockhill Orthopaedics 75,000

Three Practices: 327,000 documents/year

199,470 documents were automated!

Intelligent Document Imaging – Why?

• Faxes and paper are critical to patient care

• Quality and accuracy of a lab interface

• Descriptive summary lines• Descriptive summary lines

• Providers prefer reading the OCR reports

Paper has data – close the data gap!


Overall Impressions

• Love the quality and reliability

• Success takes leadership and vision

• Find the right person and let them run with it!

• Job satisfaction, less staff – save $$• Job satisfaction, less staff – save $$

• Providers find they spend less time on their

desktops

• Excellent support – responsive, engaged

We would never go back to manual indexing!


Future Directions in Intelligent

Document Management

• Increased data capture capabilities

• Explanation Of Benefits (EOB) processing

Integrated features with Docutrack™ 8.4


QUESTIONS?


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