Consultants PRNCompany DesCription

Consultants PRN provides medical consultation and Medicare pre-accreditation services for durable medical equipment companies, and carries out inspections for a Medicare accrediting body.

the problem

Consultants PRN needed to:• Identify and implement a faster way

to edit and approve manuals and other documents

• Find a practical way to deliver documents, each totaling hundreds of pages

• Find a fast, secure, HIPAA-compliant method of transferring sensitive information, such as patient and other medical files

• Reduce or eliminate the cost of UPS service, costing the company nearly $7,770 annually, as well as other costs associated with using paper documents

the solution

YouSendIt Corporate SuiteDeployed to the publishing team, YouSendIt replaced expensive, ad hoc methods for document transfer, which included shipping large manuals via courier to and from clients.

YouSendIt Drop Box Eases burden of secure file transfer on clients, enabling clients to return revised and edited manuals directly to Consultants PRN by dragging-and-dropping files into the firm’s customized, branded digital drop box.

YouSendIt Microsoft Outlook Plug-inConsultants PRN employees now have YouSendIt’s Web-based file sharing service embedded directly into e-mail, making secure file transfer even faster with no need to open a browser or launch any other application. This also eased the e-mail burden on Consultants PRN’s servers by largely eliminating e-mail attachments.

Consultants PRN Medical Consultation and AccreditationConsultants PRN Slashes Document Approval Time from Weeks to 10 Minutes— saves thousands of dollars a year with YouSendIt

Situation and ChallengesConsultants PRN, based in Arizona, provides consultation for durable medical equipment companies across the United States. It’s eight employees build policy and procedure manuals, and carry out pre-accreditation services to help clients become accredited for Medicare. The firm also does inspections for Medicare accrediting bodies. Each policy manual must be customized for each client with manuals averaging 300 pages, too big for Consultants PRN to attach to an e-mail message. The firm found a way to post the manual on a Web site for download by the client, but the client had no way to return the edited version, other than by courier service. The process of exchanging and finalizing edits sometimes required weeks.In addition, Consultants PRN carried out inspections for a Medicare accrediting organization and would select patient records from each facility. Each record would average 100 pages. The firm would ship a box of completed records for 10 facilities—averaging a total of 1,000 pages—from California to Baltimore. The time and expense involved in this process was considerable.“We used to photocopy 1,000 pages and had to pack them into our suitcases until we flew home to pack them up again and then ship them off to Baltimore. Now we simply scan them onto our laptop and hit the YouSendIt button and off they go, no more excess baggage to deal with.”To improve efficiencies and reduce costs, Consultants PRN sought a way to:

• Conduct secure file transfer electronically, other than through email • Eliminate or dramatically reduce shipping costs • Speed the process of finalizing manuals • Ensure HIPAA compliance when transferring patient files

SolutionThe firm’s attempt to use Web-site posting provided only one-way delivery, and courier service was growing too expensive. While struggling with these issues, Consultants PRN Chief Operating Officer Jim Hewlett received a PowerPoint presentation from someone who delivered it via YouSendIt. Hewlett opened the accompanying link and discovered the range of YouSendIt features. He contacted YouSendIt and immediately began a trial of the service.“My managing consultant in Sacramento and I began exchanging test files with YouSendIt,” Hewlett recalls. “We were flabbergasted at how easily it worked. Then I tested it between our home office and Baltimore, and it was seamless and easy. Beyond the ease-of-use and minimal deployment cost, we needed a service to securely transfer sensitive information, such as medical files, and YouSendIt delivered.”

Continued

© 2009 YouSendIt. All rights reserved.

Case Study

Consultants PRN subscribed to YouSendIt Corporate Suite, downloaded the YouSendIt Microsoft Outlook plug-in, launched a branded Dropbox and rolled YouSendIt out to four of the eight staff members, who rapidly adopted it. Customers quickly embraced the Dropbox feature, as well, enabling them to upload revised documents securely with drag-and-drop functionality.

Why YouSendIt? YouSendIt met all of the criteria posed by Consultants PRN, providing fast digital file delivery that enabled the firm to eliminate courier shipments. Hewlett particularly appreciated the ability to password protect documents delivered via YouSendIt, since his organization and clients are especially sensitive to HIPAA and other healthcare privacy laws.

Consultants PRN Medical Consultation and AccreditationConsultants PRN Slashes Document Approval Time from Weeks to 10 Minutes— saves thousands of dollars a year with YouSendIt

“YouSendIt has really

streamlined our processes.

Password protection

gives us double security

for HIPAA compliance,

we no longer are killing

trees for manuals, and our

documents are easier to

read and search.”Jim Hewlett, CO, BOCO,

CII Consultants PRN Results• Speedier delivery Time needed for editing and finalization of policy manuals was

slashed from weeks to as little as 10 minutes, because PRN’s clients now return documents electronically to the firm’s Dropbox.

• Security and HIPAA Compliance Patient files are securely transferred digitally without concerns over HIPAA compliance

• Cost savings Consultants PRN now saves nearly $7,770 a year on courier service, as well as the cost of paper, copying, wrapping and boxing documents.

• Saves clients time and money Clients no longer need to scan paper documents from Consultants PRN into their own systems and then destroy the paper.

• Fast and easy document access Finalized documents are parked in a private, digital bookcase personalized for each company.

• Branding benefits Clients gained confidence that a document truly was sent by Consultants PRN and was not a “phishing expedition.

YouSendIt, Inc.1919 S.Bascom Ave., 3rd Floor Campbell, CA 95008866.55U.SENDsales@yousendit.com www.yousendit.com

© 2009 YouSendIt. All rights reserved.

Case Study