The Helen Ellis Memorial Hospital is a 168-bed acute care hospital located in Tarpon Springs, Florida. With an ongoing need for rapid access to patient files as well as a growing room cramped with two years’ worth of records, it was clear that Helen Ellis needed a powerful Document Management solution – and fast.
The hospital’s lack of effective Document Management caused a large disconnect between record intake, storage, retrieval and billing; strained relationships with patients, as more time and manpower was needed to retrieve medical records than was acceptable; and inefficient billing processes from the Accounts Payable and Finance Departments.
"With an ongoing need for rapid access to patient files as well as a growing room cramped with two years’ worth of records, it was clear that Helen Ellis needed a powerful Document Management solution – and fast."
When DocuPhase approached the project, it was clear that critical medical records were not being managed efficiently nor securely. After scanning the documents, DocuPhase’s Document Management solution integrated with Helen Ellis’ MedWare system to provide database look-up and aid in the indexing process. This led to simplified and automatic indexing of records and charts, as well as streamlined search, storage, and retrieval of patient files. Now, operators can simply type in a unique medical record number, and DocuPhase retrieves the patient number, patient account number and additional values in an instant.
DocuPhase’s Document Management system allowed Helen Ellis to free up an entire room that contained 33 file cabinets containing two years’ worth of records. Since the back-file conversion completion, Helen Ellis has continued to stay current with scanning of their emergency room patient records, improving client relationships and ensuring efficient and secure document management. A year after implementing DocuPhase for Document Management purposes, additional DocuPhase licenses were purchased for the Accounts Payable and Finance Departments. This allowed employees to integrate with their existing accounting systems to create a paperless Accounts Payable environment and streamline the efficiency of the whole organization.