Patient scheduling information and referrals arrive at hospitals, destined for multiple departments, from many sources – a lot of times via fax from physician offices.
Typically, this information must be manually sorted, routed, and sometimes even scanned – all of it is a very time-consuming process. It’s easy for documents to get misplaced or sent to the wrong department.
Health systems want to improve this process – to better capture, organize, and manage patient referrals and orders arriving via fax.
Enter Quest Diagnostics. Using the optical character recognition (OCR) of the Intelligent Data Capture (IDC) offering from Quanum Enterprise Content Solutions (formerly Chartmaxx), a health system is able to classify the incoming documents and route them to the correct department for processing.
The process is simple. The incoming fax is routed to the Enterprise Content Solutions system, and the identifiable patient information is captured via OCR. Some orders are destined for multiple destinations and, thanks to IDC, the information is routed to the correct department(s). Registrars then have the ability to launch their respective registration application and see the eligible documents in the patient chart. If the patient encounter doesn’t already exist in the system, it gets held by that department until the patient registers.
If a patient has standing orders for oncology or rehabilitation, and these orders don’t expire for a year, Enterprise Content Solutions is able to set a standard expiration date so that once it’s attached to a patient encounter it applies to future patient encounters. The next time the patient is registered for their reoccurring visit, the same standing order appears with the patient when the registrar launches their application. There’s no need to go find the order again.
Time is saved because registrars don’t have to search through a stack of files of faxed orders to find a specific patient. Everything that has been through the inbound Enterprise Content Management system is digital, and thanks to the OCR and IDC, is indexed at the patient and departmental level, making sorting and organizing of information easier. Also, physical copies of the orders also don’t have to be maintained once they are captured.
In addition to the time savings hospital staff experiences from the added organization, there is the built-in security set to specific care sites. For example, once a document is indexed to a specific location, the registrars can only see information specific to that location or department, and not orders destined for other departments or sites.