Today, as average lengths of stay have shortened and regulations around reimbursement and compliance become increasingly complex, making decisions about patient referrals quickly, accurately, and effectively is crucial. As patient-centered care increases, secondary care facilities leaders seek an optimal patient referral management process that helps elevate patient experiences. Proper patient referral management can have a financial impact for both fee-for-service and value-based reimbursement models. Digital patient records ensures the smooth, accurate and complete patient referral to enhance the patient experience and quality of healthcare.
Managing the information lifecycle is vital to the functional health of any organization. From creation to use to disposition, every step of the information lifecycle requires planning and processes to ensure order and prevent chaos. The primary tool in digital and physical information life-cycle management is a records retention schedule. At the most fundamental level a retention schedule dictates how long to keep documents according to the state, federal and industrial regulations that apply to your organization.
Increasing privacy concerns and stringent laws like the European Union (EU) General Data Protection Regulation (GDPR) elevate the need for privacy and retention to be managed together. Doing so provides you with a unified view of your organization’s personal data and related obligations so you can dispose of personally identifiable information (PII) as soon as possible and reduce unnecessary exposure to data breaches.
Digitizer design a retention and privacy policy for your organization that provides a unified view to keep your retention and privacy policy management connected, current and compliant.
According to Black book survey the estimated cost per duplicate $1.5M to $2M annually. Majority of nurses, physicians, and IT practitioners surveyed witnessed or know of a medical error caused by patient misidentification?
Patient matching connects disparate patient records across medical providers and facilities. When done well, it provides an accurate view of the patient’s health and medical history. This enables healthcare providers to make informed care decisions that optimize patient outcomes. The problem is that establishing — and, more accurately, maintaining — an up-to-date Master Patient Index is just not that easy.
As patients move through the continuum of care, life events lead to last name changes, data entry errors occur, and patient information gets trapped in portals and systems that do not connect with each other. The result? MPI duplicates, overlays, and overlaps that elevate risk, increase cost, and hinder downstream process efficiency.
The Digitizer Master Patient Index Solution can help you detect, reconcile, and prevent duplicate records across multiple sites, locations, and systems. Using this solution, you can strengthen your ability to meet regulatory compliance standards and reduce the costs and risks associated with patient identity management.
Healthcare organizations store records that they have no legal or business requirement to keep. The organizations don’t have insufficient metadata to classify and determine disposition. Additionally, many businesses struggle to implement records management policies to existing inventory. These factors result in ever-increasing storage costs and litigation risk. In result
Organizations face trouble finding what you need and experience increasing discovery costs if your records are poorly indexed. Paying more than necessary for storage if records not classified to your retention schedule cannot be destroyed. Increasing risk of creating compliance gaps if older records are not managed according to policy.
You won’t be able to make informed decisions about use of space if you don’t have business insights about your inventory.
Digitizer solutions ensures search quickly and accurately for your information. Classify and defensibly destroy the records you no longer need. Easily reconcile your legacy records to your retention schedule?
| How it Works | |
|---|---|
| Step 1: Content Classification | Content Classification solution combines data from multiple sources, by team of experts to classify your inventory to your Records Retention Schedule. Creating a meta-data for quick access to each record. |
| Step 2: Physical Classification | Where there is missing or insufficient metadata to classify boxes using our automated tools, Digitizer teams are deployed gather the information needed to bring the remaining records into compliance. A physical inspection of the contents of each box to capture the metadata necessary for full compliance. |
| Step 3: Final Disposition and Implementation | Your legacy records inventory is classified, organized, and identified for final disposition, per your custom specifications: Digitizer ensures the Confidential and defensible shredding of eligible boxes, Calculated and scheduled future destruction for boxes remaining in storage. After classification, records can be destroyed in a legally defensible manner when they reach the end of their retention period. Active records now have enough metadata to facilitate searches and enable future destruction. Critical records can be identified for digitization or file-level indexing. |
The historical data in the organization is scattered and need to be made useable by intelligent sorting and converting to meaning full format to make defensible decisions on disposition.
Large volumes of records stored without file-level metadata results in higher storage costs, as records are kept beyond their required destruction eligibility dates. Holding onto records longer than necessary increases the risk of information loss, breach and inadvertent disclosure and regulatory fines and penalties. It also adds complexity and costs to legal discovery, audit response and compliance management processes. Finding what you need and making quick decisions on records disposition requires a well-organized inventory. Without an efficient process to sort and reorganize files, you could lose time and delay your critical objectives.
| The Organizations |
|---|
| • Want to destroy patient medical records but can’t confidently isolate which ones are eligible without a substantial investment? |
| • Have a large volume of inherited records, especially as a result of a merger, acquisition or divestiture? |
| • Have trouble finding records or have commingled files and disorganized records? |
| • Want to relocate inventory but first need to destroy what you no longer need? |
| It is complex when key metadata is not captured and listed throughout the information lifecycle, it is difficult to search, manage and make decisions on what records to retain, digitize, or destroy. |
| Different record types such as medical, legacy or organizational records have different requirements. If records are not organized according to record classification or event date, you can’t confidentiality and defensibly take action. |
| You lack the resources to sort each file by destruction eligibility date, record type, a unique identifier, or other requirements. |
With Digitizer Smart Sort, you can quickly and confidently make decisions about the destruction-eligibility of your records to enable a more compliant and efficient records management program. Our trained records management team will use input from your databases and records retention schedule to automate defensible decision-making at the file level. We will sort and reorganize your records so that you can confidently make decisions about disposition and quickly meet business objectives, like responding to destruction requirements or legal matter.
