Healthcare Management Company uses FileBound to increase security and organize staff

Company Profile

This innovative healthcare management company has spent over a decade successfully using technology to link pharmacies and healthcare service providers to patients around the country. Recently recognized as one of the fastest growing privately held companies by Inc. 500 and annual sales between 5-10 million, the company’s success is undeniable. As the world increasingly becomes centered and powered by the Internet, this niche specific company faces exponential growth.

Business Challenge

Back in 2003, the company began experiencing unprecedented growth rates that showed no signs of slowing. Everyday difficulties arose in their paper-based world; claims were misfiled, files went missing, and security slacked on sensitive documents. With employees attempting to compensate with heavier workloads, the company began losing track of productivity and accountability. At one point, employee pay was actually determined by each person counting the number of claims they processed and paid per completion. Their paper filing system and low -level security worked in the beginning, but left them strapped for room when the company took off. In short, the company was in desperate need of a better process for filing documents and a more efficient workflow method for employees. It was also essential they increase the security of private documents and have a tracking method to see who and where sensitive material was accessed. For a company
whose success is derived from technology, the only logical thing to do was to use it as a solution.

Solution

In order to find the perfect solution, the company utilized an Imaging business consultant who immediately showed them a FileBound Document Management Solutions demo. Impressed by the initial viewing and potential possibilities FileBound held, they signed a contract for a full-scale conversion. Within weeks of signing, the company began to experience the benefits of FileBound. Implementation of the software took mere days and training for a staff of 100 on the applications and desktop scanners was completed in under a month.

The company chose to use the FileBound On-Demand infrastructure to house their files and documents at a secure location. All files were then available through a secure, encrypted URL with varying levels of access. Using application DataManager allowed them to upload and organize 15-21,000 images per day, sufficient to handle their increasing workload. And Workflow gave the company and automated system with which to process incoming claims efficiently. As soon as each claim was scanned, it would flow through to its own queue and then be automatically organized with similar claims. This helped increase efficiency because claims were handled in accordance to when they were received. It also provided a better tracking system of which employees were working on the claims.

Business Benefits

While working in the paper world helped the company start off, they now say that being paper free gives them the ability to grow with the future. Using FileBound has helped them obtain a level of accountability and organized unavailable to paper. The On-Demand option allows them to provide different access levels in varying degrees. They have achieved their initial desire, to see who and where all their documents are viewed. It also gives the company the ability to track individual employee productivity, by accounting for the number and time spent on each claim processed. In addition, it has helped them streamline many modes of business including:

• Eliminated the loss of papers and misplaced files
• Increased reporting abilities and accountability
• Reduced staff error and increased productivity

Though these quantifiable benefits are easily understood, the company says FileBound also gave their internal workings a more calm and manageable environment. Staff is now less stressed and flustered and management has the ability to organize and assist in inter office claims. FileBound has truly allowed this healthcare management company to embrace their innovative image for the future.

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