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TRANSCRIPT
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
3Intelligent Document Import: InDxLogic
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
5Intelligent Document Import: InDxLogic
Sound Family Medicine
Physician Leaders Required:
- Rapid access to outside records
- Easier review of PDF documents
Intelligent Document Import: InDxLogic
Sound Family Medicine
We had InDxLogicWe had InDxLogic
…Languishing
Intelligent Document Import: InDxLogic
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
Intelligent Document Import: InDxLogic
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
Sound Family Medicine
Create a Mapping
Intelligent Document Import: InDxLogic
Create a Mapping
Champion
Sound Family Medicine
OCR first page viewOCR first page view
Less paperclip clicks!
Intelligent Document Import: InDxLogic
Intelligent Data Capture
When InDxLogic recognizes a
Mammogram document it
pushes “Mammogram Done” to pushes “Mammogram Done” to
the database – it captures data
14Intelligent 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
18Intelligent Document Import: InDxLogic
We don’t have to index the document
once it’s scanned.
AUTOMATIC INDEXING
once it’s scanned.
19Intelligent Document Import: InDxLogic
Intelligent Document Import: InDxLogic
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.
21Intelligent Document Import: InDxLogic
Intelligent Document Import: InDxLogic
Step 1: InDxLogic found patient name
And filled it in automatically
22
Intelligent Document Import: InDxLogic
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
26Intelligent Document Import: InDxLogic
Rockhill Orthopaedics, P.C.
• Private practice, 8 surgeons, 2 physiatrists
• EMR since 2005
• InDxLogic since early 2009
• FAX Server delivers directly to InDxLogic
27Intelligent Document Import: 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
Rockhill Orthopaedics, P.C.
– 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!
28Intelligent Document Import: InDxLogic
Intelligent Document Import: InDxLogic
After InDxLogic: Staff have scanners at their workstations and
60% goes right into the EMR
31
Workflow changes improved our
automatic indexing, such as…
Rockhill Orthopaedics, P.C.
We now print all our forms from the EMR
to achieve automation
32Intelligent Document Import: InDxLogic
These Past Medical Record labels
distinguish between old patient
records and new tests ordered
Rockhill Orthopaedics, P.C.
records and new tests ordered
by our providers – improved
workflow
38Intelligent Document Import: InDxLogic
• Change takes time
• Have the right person who gets it!
• We needed to work with our
Rockhill Orthopaedics, P.C.
• We needed to work with our
consultants and hospitals
Takes time up front but saves lots of
time once it’s working well
39Intelligent Document Import: InDxLogic
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!
42Intelligent Document Import: InDxLogic
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!
43Intelligent Document Import: InDxLogic
Future Directions in Intelligent
Document Management
• Increased data capture capabilities
• Explanation Of Benefits (EOB) processing
Integrated features with Docutrack™ 8.4
44Intelligent Document Import: InDxLogic