We've heard it referred to as "the abyss", "the garbage heap", or even worse. If documents are simply stored in the EMR on the documents or media tab, it makes it very difficult for clinicians to find them. Couple this with inaccurate indexing data (date of indexing vs. date of service, for example) and finding the correct documents becomes like searching for a needle in the haystack. Associating a relevant clinical document with the appropriate order, encounter, and related procedure is important to making it easier to find and kicking off notifications to clinicians. If done manually, however, this is time consuming, inaccurate, and inconsistent. What can you do?
How Extract can help?
Automate document classification
When external documents arrive, Extract Systems will recognize the document type and match it to a document type in your EMR. From there, the system intelligently routes or collects index information appropriate to that document type so that it can be filed more intelligently.
Automate the filing of documents to the right place in the EMR
Automate scanning to order and encounters/visits based on better indexing information found in documents. Find matching open orders and encounters. There are also options to create new ones right from the indexing interface. This means clinicians can find data and documents with ease and it's available for clinical quality measures.
How does this work?
This powerful solution "speaks" to the EMR to find patients. It finds applicable open orders to file documents to or find related encounters. Based on the document type and your desired workflows, the right procedures are chosen automatically. You can create unsolicited orders or encounters when filing if that is the best way for your physicians to find data.
Using new and improved technology instead of manual data entry
This is not just an "OCR" solution. We use intelligent software algorithms, machine learning, natural language processing, and artificial intelligence to find and capture data you need. There are ongoing advancements in technology. This is truly an innovative solution. Data is pre-validated against data in your EMR. Your staff performs quality checking instead of data entry, ensuring better accuracy.
Automate the capture of richer indexing information, with more detail
Automate the capture of date of service, descriptions, and other relevant indexing information so that clinicians can find what they need more easily. This richer index information also helps in intelligently filing the documents to the order or encounter/visit when appropriate.
Enabling Notifications and Review Protocols
A common complaint that we hear from clinicians is that for external faxes and scanned documents, they are not aware that the results are available. They are not notified like they are when the results are internally created or interfaced. Extract solves this problem as well. Because our solution "speaks" back and forth to your EMR, the clinician that placed an order will be automatically be informed that the results have arrived. Even when the procedure was not ordered in the EMR, the Extract solution can use information from the patient record or from the fax itself to send off appropriate notifications. Normal notification procedures will take place and your clinicians can use their same review processes in the EMR to keep track of what they have reviewed or not.
Better consistency no matter who is filing the document
If you want to share information in an EMR for care coordination or otherwise, then it helps when it's filed consistently. With Extract, your organization designs the workflows and rules for each document type. Then, whether specialty departments, HIM, or Point of Care staff is filing the document and data, it gets done the same way. Based on document type, the software limits their choices and automates most of their workflow and you have the option to let documents file automatically if and when they meet specified criteria.
All the data you need to run your business
Everything that happens in this system is reportable. Where did a document come from? How long did it take to process? Who touched it along the way? What exactly did they do as they reviewed it? Where did it file? What is the indexing data captured from it? What is each employees accuracy, speed, and productivity? Standard reports are built in and others can be customized to your needs. You tell us what you need to run your department and we will help you get the information.