the hands-free business office
TRANSCRIPT
3© 2016 Boston Software Systems |
• What sets us apart?• Challenges in today’s business office• Benefits of workflow automation• Where to use Automation• Automation success• Steps for preparation & implementation• Closing thoughts & questions
Key Topics
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• Workflow automation platforms• Pioneers of automation• Largest customer base: Hospitals & Partners• Market Leader• Global presence
Boston Software Systems
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• Leading workflow automation platforms• Works when other approaches will not• Does not require vendor involvement• Speeds implementation time• Reads, writes, and reacts to application screens
• Build interfaces• Automate manual tasks• React to and control end user activity
Boston WorkStation
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• Ever changing requirements• Only so many minutes in a day• Data entry error rates range from 4 - 23%• Inflexibility to adapt to a customized workflow• Competition for qualified resources
Business Office Challenges
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• Improves operational efficiency• Manages changing business requirements• Ensures maximum productivity• Frees up (human) resources• Provides flexibility to customize workflow• Eliminates data entry errors• Reduces reliance on highly qualified resources
Seven Benefits of Automation
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• Automating manual workflow leads to operational efficiency
The Hands-Free Business Office
• Real-time Admissions, Discharge, Transfers
• Insurance Eligibility• Insurance Verification• Admissions Checking• Payroll Data/Benefit
Updates• Remittance Posting• 3rd Party Collection
Postings
• B/AR Updates• General Ledger Updates• Excel Uploads• Third Shift Operations• Data Entry/Re-keying• Daily/Monthly Closing• Payroll/HR/Financials• Data Dictionaries
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• Challenge• Update critical business processes following a
system upgrade• Solution
• Automate Bad Debit Reporting, Denial Notes Posting, B/AR Exceptions and a mass Vendor Data Upload
• Results• Maintained operational efficiency during a major upgrade• Achieved significantly greater efficiencies and cost savings
from automated workflows
Business Office SuccessCustomer: A leading East Central Florida hospital, consistently receiving top ratings for medical specialties
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• Verifying and transferring patient accountsto Bad Debt
• Mass upload of vendor data to new system• Posting denial notes to patient accounts• Collecting exception detail and emailing reports to
B/AR billers
What will you automate?
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• Schedule time for staff/experts to walk through each, manual process
• Determine whether the automation will run in real-time or batch mode
• Decide which details to capture and upload• Source data, final requirements
• Know where results will be written in the HIS• e.g. discreet fields or in a notes field
• Plan for exceptions
Preparing for Success
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• Run a Selection Report• Run a cleanser against the selection• Work the report using Boston WorkStation
Bad Debt, example
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• Run reports to generate files• Automate select/automate file routines• Trigger FTP
Vendor Date Upload, example
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• Watch for files to process• Pick up file and post
Denial Notes Posting, example
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• Run reports• Distribute to B/AR billers via email
B/AR Exception Work Lists, example
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• Begin building the process in your automation tool• Start simply and build in steps
• Login, get source data, compare data• Add logic to deal exceptions• Write data to the HIS
• Ensure staff/experts are available during the build process to answer workflow questions
• Complete the automation process with error handling to deal with unanticipated issues
• Test, Test, Test
Implementation Tips
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• Proper planning is essential before you begin• Ensure dedicated resources are available to answer
questions before and during the development process
• Start simply and then account for exceptions• Test, test, test!
Four Steps for Success