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Problem
With
help from etransmedia’s sales team and consultants, this group
identified the key problem-areas related to transcription as follows:
- Higher cost – The cost needs
to be driven down
- Slower turnaround – The medical
practitioners needed their medical records returned sooner
- Severe backlog – Slower
turnaround times offered by their medical records vendor at that
time had created a backlog of several hundred files waiting to be processed
etransmedia’s
Analysis
etransmedia
met with this group and the key stakeholders to understand the nature
of the problem and causes of the problems. The analysis revealed that
the doctors at this location were using handheld recorders, allowing
them to dictate faster and with greater convenience. Yet, the medical
records vendor was unable to return these files at the same rate as they
were dictated. One of they key contributors to this delay was that the medical
records vendor did not provide this group with an effective tool or
mechanism of exchanging audio and transcribed files.
etransmedia’s
solutions
etransmedia’s
analysis helped clearly identify the problems that this group was
encountering, and also understand the causes of the problem. Moreover,
the objectives of the group in surmounting these problems were also
clearly delineated.
etransmedia
transitioned the group to using etransmedia’s proprietary 128-bit
encrypted web-based transcription management system. Using this system
enhanced the technology used by the group to exchange and manage medical
records information. The system, coupled with etransmedia’s rapid
processes, reduced the turnaround time to nearly a quarter of what it
was before. Creating audio files and retrieving medical records on a
daily basis became a convenient task for this group – reducing
employee-time devoted to maintaining patients’ medical records to
a few minutes.
Leveraging
its proven human resources and technological capabilities, etransmedia
was able to lay out a clear plan for addressing the severe backlog of medical
records files. Using a FIFO
(first in – first out) model etransmedia processed the pending
files for 4 doctors per week. In about 3 weeks, audio files that had
accumulated over a period of over 16 weeks were processed and ready for
use by the group.
Benefits
etransmedia
brought to this group a technological edge for their operations through
a HIPAA-compliant, secure medical records management system. A faster turnaround
of medical records; in 20 hours, which is in alignment with patient
care that was delivered to this client. A dramatic cost saving of 30%
was immediately observed by this group. etransmedia also processed 3000
medical record updates that were pending, thus elevating a severe gap
in the client’s records system.
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