Central Florida Quality Care

DocuPhase Case Study

Home Health
Document Management


Central Florida Quality Care (CFQC) was using a multistep manual process that involved numerous team members to provide services for their patients and health providers. 

Staff members would create an electronic referral folder for each patient, which they stored on a shared network drive. Whenever CFQC received information on a patient, they would add it to the patient's folder.

However, their process was not fully digitized: They still needed to print out documents for each patient and await manual authorization for proposed services from the insurance company.

Once CFQC received the insurance company's approval, they would determine where to enroll that patient. CFQC also needed to provide staffing for that patient and collect money for the services the patient received. 


Results at a Glance

Implementing DocuPhase's solution has provided CFQC with multiple long-term benefits. The automated workflow functions exactly as intended, with a complete audit trail that allows staff members to determine the accuracy of each referral. 

"DocuPhase's tools have given us a competitive edge. Implementing OCR technology allowed CFQC to redefine its workflows so our professionals can work smarter, not harder. It's also helped us better our working relationship with hospitals, medical professionals, insurance companies and attorneys. That enhanced reputation has led to an increase in patient referrals. "

Vechel Griffon Owner and Founder

The Solution

CFQC now uses DocuPhase's optical character recognition (OCR) capture tool in order to digitize its paper forms: This solution monitors many sources of document origination, including email, fax, and even images sent from mobile devices. It then scans them into DocuPhase's document management platform and stores them in a searchable format.

The CFQC referral desk is the entry portal for all referrals and is monitored by one of three staff members. After a work order has been sent to the appropriate insurance provider, the referral is moved to the authorization desk where it now awaits a digital–rather than manual– approval. 

CFQC also saves patients' information in DocuPhase once it receives authorization from the insurance company. This information includes patient IDs, referral dates and the services the patient needs. The referral then moves to the staffing desk, where the patient is assigned to a facility and appropriate staff members. CFQC then adds a medical record number to the referral number, which is how it gets paid.

This entire process is recorded in an audit trail through DocuPhase, allowing administration to review at any point in the process. 

The Results

Prior to DocuPhase, processing 50 referrals a day was a difficult and stressful feat.

Today, CFQC has used DocuPhase's workflow and reporting capabilities to quadruple the number of referrals per day. They now process greater than 200 daily, boosting their efficiency by 200% while simultaneously reducing the stress and anxiety of their team.

Mr. Griffon expects CFQC's profits to increase by 40 percent within the next year. 

Attorneys and insurance companies contact CFQC daily to request documents in support of an adjudication or other legal procedure. Sending the correct patient documents is critical, and was often challenging with the organization's manual process.

Now, staff members can simply search for files by patient name, allowing them to locate and distribute the requested documentation quickly, easily, and securely. 

CFQC previously needed 18 staff members to process the 50 referrals per day manually: Now, with DocuPhase, it only needs nine individuals to process four times that amount. Efficiencies afforded by DocuPhase have allowed CFQC to redeploy the additional staff members to other areas of the business, enhancing overall service and profitability. 

By taking advantage of DocuPhase's workflow efficiency features, CFQC was able to alleviate the frantic pace of the office, since staff members now spend less time searching for critical information. These improvements allow CFQC to better serve its health care providers, patients, and attorneys as a trusted partner.