Management guru Tom Peters, best known for his book “In Search of Excellence,” (co-authored with Robert H. Waterman Jr.) once wrote “Do what you do best and outsource the rest!”
We like Peters’ philosophy! Of course, outsourcing any product or service is not a new idea. A few decades ago the main reason to outsource was to cut costs. As a result of the 80′s recession, many companies outsourced far too many of their services to external companies, probably far more than would be considered a good idea today. Today, the emphasis is on obtaining specific skill sets, reducing overhead, capitalizing on your own staffing needs, gaining efficiency, and reducing turnaround. This way, you can focus on your core function. Outsourcing is ideally suited to small offices and entrepreneurs and allows them the freedom to manage their day-to-day administration. Here are some paper-handling statistics provided by PricewaterhouseCoopers, Captaris. IOMA and Gartner:
The average organization:
- Makes 19 copies of each document
- Spends $20 in labor to file each document
- Spends $120 in labor searching for each misfiled document
- Loses 1 out of every 20 documents
- Spends 25 hours recreating each lost document
- Spends 400 hours per year searching for lost file
If you’re finding that even with an EMR in place, you’re still falling way behind in scanning of incoming paper, you’re not alone. We commonly hear from our clients that they’re still finding too many instances where the latest labs, consults, reports are not in the file by the time the patient returns.
If you’re considering outsourcing your scanning, we suggest that you research the markets and learn about the services available by doing your research. Ask your fellow physicians for recommendations. Ask vendors to offer you demonstrations or trial periods so that you may evaluate their service levels. Ask what kind of tech support they provide, and whether the transfer of patient information is secure. If you have a problem, how quickly can they help you?
Once you have a short-list of service providers, be sure to include all stakeholders in the final vendor decision. Scanning your files isn’t rocket science, but many projects fail because not all stakeholders were allowed input into the process. While you should be offered different options and pricing scenarios, do let the service provider suggest products such as scanners – some companies have invested in the latest capture technology and are in the best position to make suggestions to ensure that the scanner and software is compatible with your current technology.
RSRS offers Day-Forward Scanning for busy practices (PDF brochure). Think of us as an extension of your office. We receive your paper (delivered, faxed, or scanned, and moved securely to our server). We index the paper for your EMR and then upload the scans directly to your EMR in a manner which is consistent with your workflow. The result is quick turnaround, current patient records and much better patient care. It typically works out to be less expensive than hiring another employee.
Call RSRS today for a free consultation without obligation at 1-888-563-3732.