Oklahoma Surgical Hospital

DocuPhase Case Study

Document Management


Oklahoma Surgical Hospital is a surgical specialty hospital, which started out as strictly orthopedic surgery and recently expanded to all surgeries. Their critical need was in their business office where they bill patients, Medicare, private insurance, workers comp, and more, as well as where they receive payments. They were drowning in paper that made up the “financial charts” for patient visits, which was creating a major disconnect throughout the organization.

The major challenges stemmed from the paper that made up the “financial charts” for patient visits – a critical and highly-involved process that was entirely driven by hard paper documents. There was also a need across the organization to keep their existing systems and integrate with them – the hospital was going to be required by compliance laws and by their legacy software throughout other parts of the company to integrate any new solutions tightly.

Results at a Glance

Simplified and automatic indexing of records and charts.

Streamlined search, storage, and retrieval of information.

"DocuPhase’s Document Manangement Core turned Oklahoma Surgical Hospital’s document disaster into a simplified and automatic storage system."

The Solution

DocuPhase implemented the capture of financial information beginning with pre-op and admissions, continuing to the business office where payments and bills are applied to the patient visit including the cost of implants used in the surgeries. This was a critical first step to automating their process, which is the next phase the organization will be undertaking.

DocuPhase integrated with the Oklahoma Surgical Hospital’s ERP system Medgenix from Creative Healthcare with DocuPhase’s Data Exchange Service to automate indexing based on the visit number, Medical record number, and/or case number. iLink was also used to automate the retrieval of financial information from with the Medgenix system.

The Results

This implementation led to a simplified and automatic indexing of records and charts, as well as a streamlined search, storage, and retrieval of information in the hospital. Additionally, the needed financial information was not only automatically captured, but automatically distribute to form the reports and analytics necessary for the hospital to maintain their financial goals.