It is the process in which a patient’s history covering his/her condition, diagnosis, prescription and procedures are converted into a set of alphanumeric codes. Medical coding – is a prerequisite for medical billing, filing and claiming reimbursement. It is the process in which a patient’s history covering his/her condition, diagnosis, prescription and procedures are converted into a set of alphanumeric codes. These are then used in medical billing to process claims.
Coders refer to primarily 3 types of codes namely:Current Procedural Terminology (CPT), International Classification of Diseases (ICD) or the Healthcare Common Procedure Coding System (HCPCS). ICD is a set of codes published by the World Health Organization (WHO), used to identify known diseases and other health problems and are the primary set of codes used by coders. CPT is a U.S. standard for coding medical procedures, developed by the American Medical Association (AMA), to bring clarity to the treatment procedures and medical billing. HCPCS was developed by the Centers for Medicare and Medicaid (CMS) and consists of 3 levels. While ICD coding standards focus on the diagnosis, CPT identifies the services provided, and are used by insurance companies to determine how much physicians will be paid for their services. Medical coding is the base for medical billing and the rest of the RCM process in the healthcare industry. Our HIMS and LIMS software help healthcare organisations institutions in managing their day to day management and invoicing.
“Shelves Tech has given us on-site scanning job with DMS that is running successfully for the last three years”
Our client a Delhi based super specialty hospital handling 60 discharges and 2000 outpatient clinics per day. The hospital produces more than 11,000 medical record pages in a day. This hospital is a almost 40 years old, establishing itself as the most trusted healthcare service provider of Northern India. They wanted a solution that would reduce the number of mismanaged hard copies from their premises and create space for other productive reasons.
Business Requirement
It is the primary responsibility of the hospital to maintain and produce patient records on demand by the patient or appropriate judicial bodies. However, it is the primary duty of the treating doctor to see that all the documents with regard to management are written properly and signed.
Their problem is multifold and increasing with each passing day due to
Þ There was multi-point generation of documents of various sizes.
Þ The client required easy and hierarchy based access/ retrieval of these medical documents.
Þ The huge numbers of old documents were in poor form and had to be treated with care.
Þ Collecting the huge volume of hard copied medical files from different departments across various clinics under the organization
Solution
The implementation of a digital record management system is an investment. It will cost a bit to get it started, and some practices can’t afford to make the switch right away. But with any investment, it will pay returns over and over again until you’ve earned (or saved) more than it cost to set up. The client was offered a 3 tier solution. The first stage involved scanning of legacy documents and medical records that have been consuming the space for several years.
In the second stage we secured all the previous documents in portable storage devices and uploaded some in a document management system.
The third stage was implemented to ensure no backlogs are created in the future. An on-site scanning station was permanently set in their premises, with the deployment of a few professionals to execute the purpose
“In the first consignment more than 4000000 (Forty lakh ) copies were scanned to reduce office space and time. By the second consignment, all other documents were scanned and saved in the searchable PDF. These documents are from their general hospital wing.
Apart from that more than 15 lakh document had been scanned from their Cancer wing. These copies were lying and occupying space for ages. The exercise of scanning and putting them in order took almost an year however we able put everything back in the desired condition in digital and physical form.
This exercise was not only highlighted the missing documents in previous files also provide the scope of merging the files of the recurring patients created accidently in their follow-up. The client is managed to clean up the mess of loose papers lying unclaimed as a part of existing files as our team identified the missing papers from the file and stitched along with the same.
Step 1:Bookmarking and Meta-data
Team has created face-sheets for every patient’s file at the point of scanning, to enable easy data retrieval in future. This face sheet include patient demographic information along with disease/treatment details .It also helped us arranging all documents in a well-defined and systematic order, aligning to the meta-attributes.
Step 2: Preparation of files for scanning and storage
Team used cleansers/cloth and special document de-humidifiers for treating old, qualitatively poor papers and fragile documents .Taped the torn and papers. This enhanced the quality and imparted visual clarity to the digital output.
Step 3: Scanning
Post preparation of files, team convert the physical files in the digital copies with the help of professional auto fed scanners to expedite the quality and speed of scanning. These scanned images have to move from a rigorous quality check process before they secured in portable devices like hard discs and some important ones were uploaded in a document management system.
Step 4: Training
The final step of the process is to provide the training of employees of the hospitals to handle the documents and operate the document management system.
Document management software Solution
Shelves tech comprehensive DMS software that worked as a repository for almost 5.2 million medical documents of different types, sizes and formats was installed in all the computers. This web based software operated centrally eased the data search, sharing and collaboration process a web based platform.
Manpower
Trained team was deployed at 12 scanning stations so that the old documents were scanned and additional team of 8 team members deployed to digitize the documents in a moment they were generated, ensuring no backlogs and continuation of the seamless process.
Benefits
More working space using prime office real estate to store business records is costly. Scanning your documents frees up office space so it can be used to generate more revenue for your company. Thousands of files can be stored on a single server rather than taking up space in bulky file cabinets.
• Enhanced Information Preservation
If you have important historical documents, you want to preserve them for years to come. Unfortunately, the aging process accelerates every time they’re handled. Document scanning is the “last touch” solution that lets you protect important information from physical deterioration with the added benefit of improving the legibility of old hardcopy records.
• Better Data Security
Protecting hard copy information is difficult at best. Scanned documents can be encrypted, password protected, and securely stored in the cloud. You can assign access levels to specific users and track all file activity.
• Improved Staff Collaboration
Document scanning makes it easy to share documents and collaborate on projects without having to reproduce information on paper. Staff in multiple locations can access and view electronic documents simultaneously.
• Audit Compliance
Compliance is a reality for most businesses. Document scanning makes it easier for your company to fulfill its legal and regulatory obligations. Digital files can be organized, indexed and produced quickly to meet the demands of even the strictest auditor.
• Better Customer Service
If you have customers in more than one region, it’s hard to provide consistent customer service. Instead of having to print and mail bills, invoices statements and other items, document scanning lets you get important information to your clients much faster.
Less Paper Clutter
Clutter kills productivity. Paper clutter doesn’t have to be the norm in your office. Document scanning prevents excess paper from building up in the first place so your employees can be as productive as possible.
• Improved Disaster Recovery
Paper documents are especially vulnerable to fires, floods and natural disasters. Fortunately, document scanning offers enhanced disaster recovery for your business. Digital images can be backed up to tape or hard drive or protected electronically with an e-vaulting solution.
• More Time
An AIIM survey found it can takes an average of 37 minutes to find one paper file. Document scanning streamlines file access across your organization. Files can be retrieved quickly and easily without having to leave your desk.
• A Greener Planet
Document scanning isn’t just good for business; it benefits the environment as well. According to the Paperless Project, the average office worker uses 10,000 sheets of paper every year. That’s a lot of trees! And even if a mere fraction of that paper ends up in the waste stream, it causes harm to the environment.
Welcome To Shelves Tech Provide Complete Record Management Services, Document Scanning, Document Capture & Management, Physical Record Management Services.
When it comes to document input, most of the businesses opt for digital files. Our DMS is open source system which allows inputting files through the following sources:
Professional Scanners/ Plotters/ Manual Upload/ Automated Processes for Mass Uploading
DOCUMENT INDEXING, SEARCH & PROCESSING
Document indexing is the process of associating or tagging documents with different “search” items. Indexing is a path to the document. The path is based upon business processes and requirements. The Processing further involves recognition of printed text on paper-based & electronic documents (e.g., scanned image of a document) into electronic information.
DOCUMENT SECURITY
Keeping sensitive information in document management software helps ensure that the information is kept safe. DMS allows you to safeguard confidential business information through a variety of security measures and ways including the use of customised access rights that only allow authorized users to access documents.
GLOBAL ACCESS ANYTIME, ANYWHERE
The DMS allow users to access documents while on move, no matter where that individual is. It’s also useful to organisations which have a large workforce across the globe, offering them access to data no matter what time zone they may find themselves in.
USER DASHBOARD
Our DMS is easy & simple to navigate. Not everyone is technologically inclined, so the simpler the software, the better it is.
ARCHIVING
Archiving of sensitive or compliance related documents can be extremely costly. Having to store the paper documents, provide proper security and efficiently archive the data in order to facilitate easy retrieval, can be prohibitive for many businesses. Reproducing documents because the originals are unavailable, lost or misfiled, will be a time-consuming and counter productive exercise. Selecting a document management system that allows for electronic archival of documents is a smart solution that prevents all of these concerns.
Shelves Tech provides complete Records and Documents Management and Storage Solutions under one roof. Storing and managing millions of records and documents yourself can be challenging, costly and time consuming affair with a persistent challenge i.e. SAFE STORAGE and EASY RETRIEVAL. Our services are focused to release your burden of managing heaps of documents and minimize administration costs for your business.
How scanning and digitization of applications benefiting mortgage companies in todays’ time:-
1) Costs:Digitizing applications save a lot of cost over the manpower and transition cost of sending as applications to various stakeholders by any banking or financial institution and also upon the transactions which are made on the daily basis or recorded by manual procedure. This will not only accelerate processing time also adds upto the data security.
2) Decision making Data Processing: Digitization will not help in securing the applications and customer document in image format it will also help and accelerate decision making by providing one window view to all stakeholders. Therefore it becomes easy to handle many customers at different locations at a time.
3) Alacrity: Compilation of borrowers information its validation and disbursement of loan becomes easy and in pace that a loan applicant can get this loan instantly in a day or two. This comes handy in case documents are missing or additional documents required from the client.
4) Network: Digitization performs various processes on diverse levels where various departments with different roles and channels get associated at one place hence easy exchange of information is available at one platform.
5) Physical storage : Documents are evidence of any organizations existence. All customer record after processing and day to day office documents including invoices needs to store for future references. Physical store not only required real estate space also required management to refer in case of need arises hence organization required document management. Digitization will make it easy and accessible.
We provide customized Document Management Softwarethat allows full queries by indexing with an in-built viewing system. You gain a system that will provide you with easy access to your electronic data and allow you to add on more data as it comes in. We store and protect business documents, backup tapes, electronic files, medical data and other assets.
Shelves Tech offers unique physical & electronic record management solution. Our aim is to manage and store your key documents with utmost security. We protect these documents in terms of content and form and manage them from creation to the archival processes. Our team of experts provide an end to end solution from packaging till transfer of your documents/ assets to our integrated warehousing facilities.
We provide Document Management Software that allow access to documents with easy search and retrieval as per convenience. eDMS enables an easy access to electronic data and allows you to add more as it comes. We store and protect business documents across verticals including Human Resource, Finance, Administration and others.
SOME KEY BENEFITS IN RECORD MANAGEMENT ARE AS FOLLOWS:
Shelves Tech Private Limited 