Medical Records Management

To avoid the wasted time and expense of dealing with incomplete charts, the OnBase Medical Records Management platform supports the creation of electronic charts that can be accessed remotely while strengthening security initiatives. The OnBase Medical Records Management platform automates medical records access and deficiency management processes, enabling healthcare providers to slash cycle times and costs associated with processing patient charts. Documents enter the systems by way of scanning, HL7 transcription or COLD/ERM (Computer Output to Laser Disk or Enterprise Report Management) processing. Charts are intuitive to navigate due to the familiar display in the tab / color presentation. Patient chart creation, storage, retrieval and deficiency management are handled through a single interface, providing the healthcare workforce with a structured environment in which to efficiently review and complete legal medical records.

OnBase patient chart creation utilizes data extracted from registration systems via the HL7 ADT message standard. Once created, OnBase uses its internal medical records document management rules engine to determine document-chart relationships and dependencies. The OnBase chart group security model enables providers to lock down chart/record access to the admission-/physician- level in order to help achieve controlled record access standards. This functionality supports compliance initiatives by enabling healthcare providers to build a framework for enforcing HIPAA security. Charts existing in the pre-discharge state are accessible by privileged users via workstation or web clients.

On discharge, OnBase automates the transition of the patient chart through the deficiency completion process. Analysts work through a dedicated user environment focused on providing them with the tools to rapidly identify and assign deficiencies to patient charts. All deficiencies for all physicians are created in a single step rather than on a repetitive per-physician basis, reducing the number of times an analyst processes the same chart. Analyst work can be filtered and sorted to ensure optimal load balancing. Tier systems enable organizations to push charts to analysts based on complexity, stay duration or other pre-defined criteria, providing the framework for optimal deficiency completion.

Chart access for physicians is delivered via the web client, enabling them to work remotely regardless of chart location. Physician completion is performed in parallel allowing multiple physicians to work on the same chart or document simultaneously. Physicians are presented only with charts requiring their completion and have the option of sorting and filtering. Deficiencies are highlighted and analyst notes are attached to the deficiency as appropriate. Patient charts and medical records are available to a physician for reference to assist in the completion phase. Physicians complete charts via electronic signatures and initials applied to the document.

Documents entering the system with no specified patient chart are mapped to the correct chart through the OnBase patient demographic search interface. Documents entering the system after a chart has been completed are automatically mapped to the appropriate chart, and the chart is placed back into completion. This architecture ensures that all aspects of the patient episode are accounted for and billed accordingly.

Application

Healthcare providers looking to reduce the time taken to bill for services rendered will greatly benefit from OnBase's ability to manage the patient chart lifecycle electronically while providing the physician community with a platform for swift deficiency completion. Chart management is simplified and security policies can be implemented at every stage of the lifecycle assisting in HIPAA compliance strategies. OnBase bridges the gap between areas in the delivery of care and patient financial services.

Core Features

• Significantly reduce processing time between discharge and billing

• Enable analysts to create deficiencies for all physicians in a single phase

• Connect physicians with charts regardless of location

• Rapidly identify missing documents preventing a chart from reaching completion