Medical practices have to keep track of patient documents and paperwork. Document management can be a challenge to maintain, especially with a significant amount of patients.
In this Acceleration Case Study, learn how Today’s Women’s Health Specialists, a medical practice, eliminated paperwork by implementing a document management solution. By partnering with KwikTag, the health specialists were able to upload medical documents into a digital system, improving efficiency and reducing paper waste.
Business Challenge – Transitioning to a Digital System for Document Management
Today’s Women’s Health Specialists employ 70 healthcare workers that see over 400 patients each day. This medical facility specializes in gynecology, obstetrics, and fertility. However, managing paperwork was a significant challenge for the specialists.
- Paperwork presented a challenge for a few reasons:
- Paper documents require storage facilities
- Searching for documents was time-consuming and inefficient
- Greater margin of error for document placement and filing
Excessive paperwork is a reality for many healthcare practices, and they had to rent two 100-square-foot storage facilities to store all of these documents. Staff members also spent about six hours each week searching for Explanation of Benefits (EOBs) involving insurance inquiries.
This time-consuming task often forced employees to search through reams of paperwork. Sometimes employees would spend an hour trying to find out if a co-payment was processed. The entire process was inefficient, and it negatively impacted customer service while reducing staff productivity.
The medical practice needed a more straightforward, flexible, and affordable option to reduce paperwork. It searched for a solution to improve document management.
Software Solution – KwikTag Basic
Today’s Women’s Health Specialists determined it needed a document management system that was simple to use from a desktop computer. The healthcare company decided to implement KwikTag Basic.
KwikTag captures a variety of documents, such as accounting sheets, insurance contracts, appointment dates, and more. The Global Search feature for KwikTag makes it possible for employees to do a quick search using metadata.
It took one day to install the solution and train employees. They implemented the entire process and ensured the system was running smoothly.
Final Results
With these changes, the company was able to significantly improve its customer service. Instead of taking one to two business days, specialists are now able to answer patient questions in a short phone call.
Within one month of implementation, the specialists were able to store over 10,000 documents. Now, it only takes 30 seconds to retrieve an individual EOB. They also streamlined the process for retrieving fee slips, which saves at least 12 hours each month. Employees spend significantly less time searching for documents, which boosts productivity.
In addition, storing all of these files in a digital format eliminated the need for storage facilities. Real-time access to files makes it possible for employees to access documents at any time for patients.
