CLARK, N.J., April 17, 2008 – Imagine a daily routine in which thousands of pages of paper need to be printed, parsed, split and hand delivered to appropriate departments such as accounting and patient registration. Now imagine the number of these daily pages and how many pages have accumulated at the end of each month. Trying to keep accurate reporting records would be a nightmare – to say the least. At Grenada Lake Medical Center (GLMC) in Grenada, Mississippi, they understand first hand what it means to take a bite out of paper. The labor, expense, productivity and access to critical data that plagues so many areas of healthcare administration have been streamlined with the use of an easy-to-use, easy to implement software solution.
A 156-bed acute-care community healthcare facility, GLMC had been trying desperately to deal with the challenge of efficient report distribution, thousands of pages that needed to be culled and then separated. For GLMC, getting a handle on paper expenditures while providing accurate and timely report information to accounting and other departments is critical to long term financial viability. Serving the needs of its 12,000 member community plus the needs of its seven neighboring counties, GLMC was exploring options for getting a firm handle on its paper expenditures. Additionally, the hospital wanted to improve the accuracy and timeliness of providing this data to appropriate end-users.
“As a 24/7 healthcare provider, we needed to efficiently manage the preparation and distribution of reports in a timely and cost-effective manner. Our paper costs were sky rocketing out of control and we wanted to get a firm grasp on our document management and report dissemination methods, ” noted Sarah W. Longest, Grenada Lake Medical Center’s Chief Information Officer. “With DB Technology’s Report Automation System (RAS), what was a burdensome task of capturing data from a motley collection of sources has become a painless, easy-to-complete procedure that has saved us time, money and headaches. We couldn’t be happier with DB Technology and their innovative software solution.”
DB Technology, a recognized leader in automated informaton and report distribution solutions, enabled GLMC to not only gather and organize data from disparate computer systems and applications but to then capture this data in a single repository for easy, fast and unencumbered access. They were able to do this through the use of the company’s flagship technology, Report Automation System, RAS.
One example of where the RAS solution has provided invaluable and cost savings benefits is in the area of data mining. GLMC was able to successfully mine accounts receivable information (AR) from an old AS400 directly to the RAS system prior to cutting over to a new AS400 system.
“With RAS, we were able to efficiently extract accounts receivable data from our old AS400 platform. The software solution enabled us to easily manage what would otherwise have been a laborious process,” Longest noted. “For example, in one application alone we were able to quickly move from our old legacy system to the new system-saving over $10,000 in one time conversion costs by mining accounts receivable information from our old AS400 platform directly to the RAS system prior to transitioning to our new AS400 hardware-with all of the data that we needed intact and easily accessible.”
To date, GLMC has been able to minimize its paper trails and shorten accounting cycles. With RAS, the endless stream of paper that plagues much of the healthcare industry, large and small facilities alike – too many documents on too many different computer platforms across too many diverse departments – has been simplified.
“We are thrilled that Grenada Lake Medical Center has been able to witness the benefits of our RAS and RASi technology,” said David Wechsler, president and CEO of DB Technology.
“The beauty of the RAS platform is the ease with which hospitals such as Grenada Lake Medical Center can easily capture, access, process and distribute information and eliminate costly manual paper laden processes at the same time.”
GLMC is currently utilizing RAS and the imaging component of RAS known as RASi to facilitate document management and workflow in a variety of settings including accounting, remittance and other back office processes as well as for purchasing and patient registration.
“DB Technology has provided a product to our facility that has surpassed all requirements including cost, support and scalability,” Longest stated. “The ability of the RAS and RASi software to seamlessly integrate with our existing hardware infrastructure, in this case a Siemens MedSeries4® RCO platform, has been a win-win situation and we continue to find new ways to implement this powerful tool across our organization.”
GLMC has been able to quantify the real value of using DB Technology’s RAS software suite in paper expenditures. Before the implementation of RAS, GLMC estimates that paper expenditures alone reflected thousands of dollars per year not including the cost of printer toner and maintenance.
“With RAS we have been able to reduce the use of paper associated costs by over seventy percent annually,” said Longest. “Utilizing RAS and its software modules, we no longer struggle with misplaced reports – all of our pertinent data is centralized and automated and is available at our fingertips. We have been able to take disparate data sources, turn it into actionable and valuable information while eliminating the need for production, distribution and storage of paper and microfiche. This has been a positive and enormous impact to our bottom line,”
About the RAS Platform
DB Technology’s latest version of the RAS software, RAS 3.28, is designed to address the critical function of financial and operational information capture and report distribution, which in hospitals spans everything from patient registration to remittance. The software solution effectively maximizes revenues while streamlining the workflow automation process and eliminating paper.
The RAS 3.28 module is designed to breakdown departmental document silos by enabling users to seamlessly capture a host of financial and clinical documents including: Explanation of Benefits (EOBs), advanced directives, referrals, face sheets, and eligibility reports to name a few. Unlike traditional document management software, RAS does not require specialized interfaces to other computer systems or applications, but rather is able to capture data from any number of formats from text to HL7 to EDI to Excel to PDF. Once captured, the data can be used to format reports that are then easily accessible from the Web, network or via e-mail.
RASi complements RAS with document imaging and scanning capabilities that manages electronic and hardcopy patient accounting and clinical reports and documents from disparate systems. The information is stored in an electronic patient folder (EPF) for easy retrieval and distribution. The new RASi Web module will also be demonstrated, showing how clinicians and other authorized staff can gain remote access to patient folders.
The RAS eForms module eliminates the need for pre-printed forms and the stacks of paper on which they are created. RAS eForms can create bar-coded forms, including patient ID bands, making it easy to keep all actionable data in one electronic patient folder, eliminating many manual processes.
The RAS software suite easily integrates with leading healthcare and financial information systems including Epic, Cerner, Siemens, MEDITECH, McKesson, QuadraMed, PeopleSoft, and Lawson.
About Grenada Lake Medical Center
Grenada Lake Medical Center (GLMC), located in Grenada, Mississippi, is an acute-care community hospital that serves seven neighboring counties. Each year, GLMC has an average of 5,200 in-patient admissions, over 26,000 outpatient visits and over 15,000 emergency room visits. With strong community roots, GLMC provides exceptional patient care to its population of 12,000.