Family Physicians of Marion, a local healthcare provider in Marion,VA had trouble keeping up with the constant influx of patient records. Data was being keyed in their electronic medical records system, but due to human error sometimes the scope of work performed wasn’t always entered correctly. As a countermeasure, boxes of documents remained as the proof of the exact work that was being done when clients visited the office. This data had to be kept to answer questions from patients as well as insurance companies. Inefficient, manual retrieval to these documents were also common, and took a considerable amount of time away from employee activities, some records were kept at an off-site location.

Dr. Robert Clampitt, head physician at Family Physicians investigated possible solutions with the help from local Xerox Sales Agent, Hungate Business Services. After a comprehensive study, a Xerox WorkCentre Pro 238 was recommended in conjunction with ScanFlowStore document management software. The solution was designed to be simple for users, and enabled quick retrieval for these documents when they were needed.

With the new Xerox document management architecture in place, a “superbill” is created and printed. This document is marked appropriately by the nurses and doctors for the services performed. At checkout, the superbill is scanned into their server database using the Xerox WorkCentre Pro 238. ScanFlowStore quietly works in the background without additional user intervention. Paper files are then converted to electronic PDF’s, date stamped, and automatically filed under a pre-determined folder on their server.

“Our workflow was overhauled overnight, but the results have been well received. Documents are now at the fingertips of office staff simply by doing a desktop search or quickly browsing the appropriate folder. Finding documents in the “Banker Box Abyss”, is a thing of the past. Patient records can be called up quickly and easily without sacrificing office staff time. ScanFlowStore, Xerox, and Hungate Business Services have been a tremendous value for our practice.”

Labels: Document Management Systems, ScanFlowStore, Xerox WorkCentre

Almost every organization has many different types of records that can be separated into criteria with non-structured and structured data or values. Documents with non-structured data need to be scanned separately, in order to add specific search criteria (metadata) to each scanning job. However, documents with structured data, such as forms and invoices, can consistently contain the same type of values like a date or customer name. Using ScanFlowStore’s Zone OCR, a user can now easily streamline the scanning process of documents with structured data on Xerox WorkCentre device.

ScanFlowStore now has the ability to automatically process large amounts of documents such as invoices or forms utilizing Zone OCR, giving every user the possibility to save time and money. Create a search option for a value such as a date mentioned on documents, and ScanFlowStore will automatically search for this value when scanning a document. Or, pre-select areas on a document template based on fixed coordinates and/or parts where metadata can be found. ScanFlowStore will use the retrieved values to fill the PDF properties, name the document, create folders and can even route the documents directly to the correct destination, which can be a Windows file structure, Microsoft SharePoint, Xerox DocuShare or any other location. Now a user can simplify the process of handling large amounts of paper documents and increase efficiency.

Labels: Docushare, ScanFlowStore, Xerox WorkCentre, Zone OCR

Greeneville, TN based law firm Milligan & Coleman needed help locating their documents fast. Traditional methods of storage and filing had been in place for decades, and finding information on cases just wasn’t very practical. By the shear nature of their business, thousands of documents went into each case. This was compounded by the fact that many of their proceedings involved clients in the Healthcare industry where the amount of case documents can be staggering.

Jeff Ward, managing partner at Milligan & Coleman, enlisted the help of Hungate Business Services and Xerox to simplify their processes. For the hardware, a Xerox WorkCentre 255 was selected, complimented by ScanFlowStore software to address the the back-end scanning workflow. The Xerox WorkCentre was used to scan each document, and the ScanFlowStore directed where the scans were ultimately filed on their network. The process and results have been well received, and the time to locate documents has been minimized.

“Before the Xerox WorkCentre and ScanFlowStore system was installed, we had no real scanning solution in place other than desktop scanners that were slow and inefficient. We had significant overhead in our manual processes with the current workflow. Before implementation, we had hoped to serve our clients and colleagues quicker with things like scanning to e-mail and directly filing digital documents in their respective file folders on our Windows Server. The system works very well, and it does exactly what it needs to do; we’re finding more uses for it everyday. We have some individuals that use it more than others but I know it’s been a real time saver for me, especially for medical records. I’m able to store records on a flash drive when I go to client sites, rather than taking boxes. Things have gotten much quicker in terms of finding the documents we need and the system is smart enough to OCR all the scanned documents, making everything searchable on my desktop. The ScanFlowStore features also include placing a Bates Stamp on the images so it is easily identified with the appropriate case. We’ve really enjoyed the solution thus far and look forward to growing with it in the future."

Labels: Hungate Business Services, Paperless Office, ScanFlowStore, Xerox WorkCentre