A Solutions Story from Kodak Alaris4 May, 2014
Lifetime Care streamlines medical record indexing, improves access to patient information with productive solutions from Kodak Alaris.
Part of The Lifetime Healthcare Companies family, Lifetime Care provides health care services at home and in home-like settings to people in the Rochester and Finger Lakes areas. Dedicated to delivering excellent, comprehensive care and support services to individuals and families when they need healing the most, Lifetime Care’s patient outcomes rank in the 98th percentile of New York agencies, while family satisfaction for hospice care rates above 96 percent. With a staff of nurses, physical and occupational therapists, speech/language pathologists, medical social workers, home health aides, and specialists with advanced training in home infusion, cardiac care and wound care, Lifetime Care treats the “whole person” with passionate, personalized care, whether maintaining independence while recovering from illness or surgery, or preparing for end of life.
With an average daily census of around 3,000 patients requiring varying levels of home care services, Lifetime Care must be able to record and track every patient visit with speed and accuracy. During the 90s, the agency outsourced its document scanning. This third-party paper process was time-consuming, costly and error-prone. In 2000, Lifetime Care decided to purchase a variety of Kodak Products to bring scanning in-house, a decision that reduced costs and significantly improved image quality. However, the process required a staff of five people dedicated to manually indexing documents and filling in various fields for each patient visit. Plus, managing multiple software licenses and hardware dongles was demanding and complex.
With the assistance of Information Management Services (IMS), an Authorized Reseller of Kodak Document Scanners, Lifetime Care introduced barcodes to patient visit documents. These preprinted labels save staff the hassle of completing required information, such as patient name and ID. When documents are returned to the home office, operators simply scan them and required index fields are automatically populated, significantly increasing efficiency to the point where virtually no manual data entry is needed.
Over the past few years, IMS has upgraded Lifetime Care’s fleet of Kodak Scanners to the Kodak Capture Pro Software Network Edition, an improvement that’s been proven to be extremely valuable from an efficiency standpoint.
“With the Network Edition, [Lifetime Care] staff no longer has to worry about misplacing individual hardware dongles for each scanner or keeping track of multiple software renewals,” explained Mike Iadarola, Manager of IMS. “They now have licenses tracked from an individual location with one annual software renewal so maintenance and the entire process is streamlined.”
By greatly reducing the amount of manual indexing associated with patient visit documents, the capture software solution from IMS has allowed Lifetime Care to reduce costs.
“Now we’re able to better optimize how we allocate our people’s time,” said John Cauvel, Vice President for MIS and Infrastructure at Lifetime Care. “IMS has helped us to not only greatly enhance the indexing process, but cut the error rate, and that has translated to better patient care.”
Lifetime Care’s physician order processing is done centrally and, now with Kodak Scanners and Capture Pro Software, documents can be scanned into the agency’s File360 database from any of five satellite offices. “If a supervisor in Rochester needs access to patient information in Newark or Auburn, they’re able to pull it up with ease on their desktop and search for any information field,” explained Cauvel.
“Given the regulations that we have to live with, paper is going to be around for a while,” Cauvel added. “What the Kodak Products and File360 have allowed us to do is manage those documents for a minimum cost, while making sure we achieve compliance. The system is able to point out where we are missing information, and it allows us to act on key data without wading through mountains of paper.”
About Information Management Services & Kodak Capture Pro Software Network Edition
With special expertise in high-volume, high-value document management solutions, Information Management Services is dedicated to transforming any business process into a model of efficiency. One of the largest document imaging solution providers for Kodak Alaris in the country, IMS works with customers to ensure existing imaging hardware and document management systems perform at peak capacity.
Kodak Capture Pro Software Network Edition centralizes the power you need to scan, process, utilize and manage documents and important data from those documents. Utilizing Kodak Scanners and those of other popular manufacturers, customers can centrally deploy and manage capture and indexing stations to feed a repository or business process with the advantages of streamlined server and client software.
Information Management Services phases in Kodak Capture Pro Software and Kodak Scanners help home health care and hospice provider increase efficiency and save time.
Kodak Scanners at Lifetime Care
> ScanMate i1120 (x 10)
> i40 (x 15)