"What is Document Management?"

What is Document Management?
Document Management refers to the entire process of handling the large quantities of documents businesses generate daily, while making that information accessible and useful. An effective Document Management system may include: workflow analysis, software, scanning, filing, storage and destruction. Tools used in this process may include EDM (Electronic Document Management) software, scanners, boxes, PC workstations, servers, etc.
In creating a Document Management strategy, it is important to consider how often documents need to be accessed, how long they need to be retained for legal or compliance purposes, who needs to have access and if simultaneous access by several users or remote access, is necessary. For example, a tax document may never have to be retrieved, yet needs to be retained for at least 7 years. In this instance, storage is preferable. The question now becomes hardcopy storage or electronic storage. Contracts or invoices usually need to be viewed more often by more people, in different locations. For documents of this sort, an Electronic Document Management System is a more viable solution.
Electronic Document Management (EDM) enables you to manage and file documents efficiently from your computer. You can have access to millions of documents within seconds, right from your desktop - much faster and more cost efficient than paper-based files could ever be! Either in your office or anywhere around the world, document access can be made available via the Internet, an Intranet or a LAN. Travelers can access documents remotely using wireless technology in conjunction with laptop computers, PDA's and cell phones.
EDM is a simple process that includes: capturing the documents through scanning; indexing the captured images; filing the documents electronically; and using a document search feature to retrieve documents.
Specifically, Key Benefits for Healthcare providers are:
• The Health Insurance Portability and Accountability Act (HIPAA) require patients' records to be protected from unauthorized access.
Document management software has become more and more a necessity in this context to protect patient information for healthcare providers.
• Organizes a healthcare provider's office into standard folder structures for document filing which makes the training of new employees easier
• Eliminates time spent looking for lost patient's files and charts
• Allows files to be easily e-mailed which saves money in photocopying, postage and faxing
• Provides ability to add electronic sticky notes to documents
• Backup of computer files secures important documents and patient files
• Reduces or eliminates the need to search for documents and charts by utilizing an easy to use indexing system
• Saves space in the office for other uses other than document storage
• In a wireless environment, patient's information can be viewed and updated online through a tablet PC by authorized staff while maintaining HIPPA compliance
• Eliminates or reduces the high cost of paper
• A doctor can securely view patient files from home or any location that has access to the system via the internet
• The system is easy to use and makes the training of employees simple
• All document activity is logged showing who, what, where, and when any document was accessed
• Only the staff who has access rights to the documents can obtain or view a document
• Provides Roll-Back capability to previous versions of document changes

What is Document Scanning/Imaging? Document Scanning or Imaging is taking a sheet of paper and scanning it so an exact electronic version is made. This electronic original can be viewed on your computer or several computers simultaneously. It can be "stapled" to other scanned pages to create a document and stored in a virtual filing cabinet. The document can be copied, viewed, faxed and e-mailed thousands of times without any degradation in the image quality.
How can Sun Valley Imaging + Technologies (SVIT) help me save money? By making SVIT your outsourcing partner, you and your employees can get back to business. SVIT can customize a solution that will help you:
• Improves access to information, eliminating the overhead costs to locate and file the patient chart. The costly effort trying to locating missing charts and manage misfiled information reduces the effectiveness of providing quality patient care.
• Fewer calls have to be returned to the patient or consulting physician by front-desk personnel, and incoming calls are handled more quickly, as information is more readily available.
• Eliminates manually distributing billing, referral letters or chart documents.
• Automating chart pulls, preparation, faxing and refilling paper process delivers significant savings to medical practices.
• Reduces the cost of chart folders, dividers, and filing cabinets, which are estimated to cost an average of $3 per record, or typically $9,000 to $15,000 per physician. The typical filing cabinet takes up 10 square feet of valuable workspace that can always be put to better use.
• Eliminates off-site storage locations and service charges for old records and courier costs, saving upwards of thousands of dollars in off-site space expenses. Reduces the need for paper storage space and, between years one and two, nearly all practices eliminate their entire chartroom, converting nonrevenue space to revenue generating space.
• Save Money on Office Expenses - virtually eliminate the paper and time spent on copying, mailing, faxing and distributing documents - It can all be done electronically, right from your desktop. No more toner cartridges, paper jams or trips to the office supply store.
• Save Money by Limiting Liability - Know where your important legal and financial documents are. Know that they can be kept classified, secure and unalterable. Know you'll be able to provide needed documentation in the event of an audit or legal action.

How can SVIT help me improve efficiency?
• Eliminate time spent searching for lost files.
• Eliminate the time waiting for documents to be retrieved from storage.
• Eliminate the delay caused by someone else using the document you need.
• Never have to deal with a smudged, ripped or coffee stained paper again.
• Be able to find your desk again.
• Provide Simultaneous access to documents.

How can SVIT help me find my documents?
Stop digging through boxes or filing cabinets in search of misfiled documents. With scanned documents, your information can never be misfiled and you can easily find what you're looking for. Even if you don't know what file a document is in, a simple keyword search can quickly locate what you need.

How can SVIT help me secure sensitive information?
Digitech and LibertyNet both provide the highest degree of security against unauthorized access-both internal and external. Paper documents can easily "disappear" from files or desks but only authorized individuals can access scanned documents and that access can be tracked.
Our software also protect against unwanted manipulation of documents. This security feature is based on a sophisticated check sum mechanism that exposes any violations of document integrity.
Regulatory Compliance
Our document imaging and document management software provides document retention rules, an audit database, and document security to protect your documents and help you comply with the growing body of laws and regulations concerning the
confidentiality, authenticity and retention of documents, including Sarbanes-Oxley, SEC, NASD, IRS, HIPAA and other regulations.

Disaster Recovery
SVIT offers online hosting packages in our Category 5 locations so you don’t need the large capital investment in hardware and IT personnel. When you make an off-site backup of your computer files, you are making an off-site backup of your documents. This protects valuable corporate and client data in case of fire or theft. Next to people, data is the most important asset a company has. Our products also include the ability to archive to legally recognized forms of media for legal retention as well as recovery.

How can SVIT organize and archive company e-mail?
SVIT can help you to manage the onslaught of corporate e-mail, using our software to organize and archive needed electronic communications. For example, e-mail that is sent or received with Microsoft Outlook can automatically be filed in either software. Documents, notes and even voice annotations can be sent with the software through a network. With an integrated MAPI interface, documents are sent and received by e-mail - even if you are e-mailing someone who doesn't use our software.

Summary
There is a legal requirement for healthcare providers to keep medical archive files for a number of years. The cost associated with allocating space for these records is becoming an increasing problem. HIPAA regulations relating to the privacy and protection of patient records have to be considered. Government legislation has compounded the problem by asking healthcare organizations to work toward complete electronic patient records by 2010.
Our experienced staff will provide pick-up, secure storage, adhoc retrieval, and return your records as they are completed in accordance with HIPAA Regulations. Our products and services are HIPAA-compliant as well as user-friendly. We provide your authorized staff secure web access to these records via the Web until they are returned to you. Most clients who have their patient medical records digitized have them stored for three to six months before destroying the paper versions. The digital records are easier to update, search, manage, and store.