Orthopedic hospital uses FileBound to rehab internal processes and maintain quality patient care.

Recognized for exceptional surgical skills and patient care, this hospital was disabled with paperwork. FileBound solutions created e-forms for incident reports and invoices, providing a get-well strategy to put the hospital back on its feet.

Company Profile

As a nationally recognized orthopedic hospital they lead the industry with innovative strategy. With one of the largest facilities in the Midwest, their surgeons perform a wide range of services from hip and shoulder surgeries, to joint replacement, and arthroscopy. Employing over 400 employees in a 25-bed state-of-the-art facility, they operate as the main regional hub for orthopedic care.

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Business Challenge

As a large company with multiple complicated departments, the hospital began experiencing difficulty tracking and organizing the heavy load of paperwork. The 15 page hand-written incident reports to be completed by doctors and nurses were time consuming and inefficient, unreliable if illegible, and often misfiled creating such large problems that many incidents were unreported. The Accounts Payable department printed all invoices to be approved and then mailed to the various clients, which increased extensive costs in paper and mailing fees and led to many unpaid invoices lost in the shuffle of paperwork. The hospital’s application process lagged behind because paper applications had to be routed through several managers before setting initial interviews, resulting in many lost applications or potential employees who were unavailable because the interview process had taken too long. Though an innovative and successful hospital when treating the needs of patients, the internal processes were crumbling under the burden of excessive paperwork. The hospital needed to transition to an electronic method of filing to reduce the amount of paper handling, increase speed and efficiency of patient files and invoices, and ease inter-departmental communication.

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Solution

Though an existing Electronic Medical Records management company was maintaining storage for the hospital, they needed to adopt a software program that would integrate seamlessly and require minimal space and training for employees. FileBound Document Management Solutions was chosen for its use of small desktop scanners and its automated workflow module. The Workflow feature was beneficial because after initial setup, FileBound automatically created files for various incoming documents and immediately forwarded those documents to the appropriate department. With initial setup and training taking less than a week, office administrators and Accounts Payable department were filing electronically immediately.

Within 30 days FileBound had been expanded throughout the hospital departments. It quickly cleaned up the messy incident report process, by streamlining a new e-form report that filed itself upon completion. The Accounts Payable department created a new process for servicing invoices. The incoming invoice would be scanned and filed through FileBound, which would then use the Workflow module to automatically send it to the appropriate department for approval, and then back to Accounts Payable so payment could be sent out. This also allowed the department to receive invoices through e-mail as well, further shortening time required. Through File Bound’s ability to create seamless, easy to use e-forms, the hospital’s application process was greatly improved. Eliminating the old paper form, a quick electronic application was created and listed online to be filled out. Now perspective employees complete the application over the Internet, and when it is submitted the document automatically files into FileBound. Which is then directed to the HR Director for initial approval, and then forwarded to the appropriate department managers. Through FileBound’s automated system, this process is done immediately and reduces the ability for human error.

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Business Benefits

Through FileBound the hospital has improved speed and efficiency in every department. It has also given staff, nurses, and doctors the ability to view complete patient files with the click of a finger. The staff is now able to attend to multiple job duties per day, instead of being tied up in paperwork. Since the implementation of multiple e-forms the hospital has seen improvements in many areas:

• Increase in doctors and nurses reported incidents
• Faster rate of new hires
• On-time payment of invoices
• Reduced staff stress

With FileBound succeeding in every area, the hospital has decided to expand its use. It has provided a filing mechanism for contracts and vendors, medical staff credentials, and policies and procedures. Through all the abilities FileBound has, the speed and efficiency they now operate with matches the renowned care they provide to patients. This nationally recognized orthopedic hospital is now fully able to embrace its reputation inside and out.

 

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