MEDICAL RECORDs CONVERSION
Spectrum Information Services NW, Inc.’s medical records conversion service is customized to the needs of each medical practice or hospital.
• We partner with your EMR software provider to supply the best service at the best rate for your
• medical facility.
• Our consultative approach ensures a high degree of usability while minimizing the conversion
• investment.
• We work with you to ensure that only needed patient information is captured for active patients.
• We provide back-file and day forward conversions.
• Our staff is HIPAA trained and certified ensuring that patient privacy is maintained during the
• conversion process.
• An interim portal can be created to host imaged records prior to the EMR go-live date.
• We have experience working with most of the top tier EMR software solutions.
• We are aware of the importance of service after the sale and will happily share with you
• information on EMR companies that are best poised to engage in the high level of
• responsiveness and quality customer service provided by SIS NW, Inc.
The benefits of medical record conversion are immediate:
• Back file record conversion provides instant access improving patient care
• Record keeping, re-filing, routing and tracking significantly reduced
• Valuable storage space is reclaimed
• Seconds spent pulling charts, not hours
• Capacity to increase number of patients and providers increased
• Increased physician productivity
• Increased administrative productivity
• Improved audit compliance
• Disaster recovery
• Environmentally friendly - going green
Many practices have tried to cut costs by using existing digital copiers and temporary or cheap labor. SIS NW, Inc. has been contracted on more than one occasion to completely re-scan projects that resulted in poor quality, lost files, and inter-mixed patient information. Our project management approach ensures that all records are converted accurately with no missing documents and all documents are legible. Our multiple step quality control process guarantees accuracy.
You can be confident your project will be fast, accurately, and cheaper than you can do it with existing resources. Take advantage of the hundreds of years of combined experience on our team and talk to any of the multitude of practices we’ve helped. You’ll find that we are the best choice for your conversion project.
EMR PLANNING AND CONSULTATION
• We provide free consultative services to help you determine how much information really needs
• to be scanned to ensure the most cost effective approach.• Are you planning to implement an EMR? We can help you convert all needed patient records to
• a digital format on your go live date.
EOB CONVERSION TO ELECTRONIC FORMAT
• EOB’s are indexed by Payor Name, Check Number, Check Amount and Deposit Date, making
• them instantly available for research purposes. Check copies and other backup information are
• married to the EOB form.
• EOB’s are posted to a HIPAA approved web portal for storage and access for 7 years.
This service eliminates the cost of off-site storage of paper records and makes EOB’s instantly available for research and dispute resolution.
Satisfied customers have reported savings of 1½ FTE’s per 5-7 physicians. The larger the practice, the more savings and productivity improvements are realized. Staff members can be re-assigned to focus more time and effort on collections. You can turn a cost center into a revenue generating unit.
Lockbox
Lockbox service from Spectrum Information Services NW, Inc. automates processing of private patient and insurance payments. Our lockbox service is easy to implement and doesn’t require you to change banks.
An overview of how the service works:
• All checks, along with EOB documents and patient payment coupons are received by
• SIS NW, Inc. each morning by 8:30 am.
• All documents are scanned and the information is electronically returned to the medical
• practice on the same day received.
• Checks are deposited directly in the practice’s account with all back up documentation
• necessary to balance deposits and postings.
• Checks and paper documents are held for 30 days and then securely destroyed.
Our lockbox service provides the following benefits:
• Security and safety. Eliminates transportation of money and checks to the bank by staf.
• Provides for separation of duties and reduces the chance for fraud
• Eliminates clerical work, allowing staff to quickly begin the posting process instead of opening
• envelopes and scanning checks or preparing bank deposits
• Provides fast and easy access to electronic images of all documentation for archival
• requirements
• Same day deposits for improved cash flow
• Information protection in the event of a disaster
Our lockbox customers realize improved cash flow and dramatically reduce time spent on the posting process. Coupled with our high quality indexing solution for managing EOB’s, SIS NW, Inc. provides a complete turn-key service. Both solutions are hosted on a SAS70 and HIPAA approved web portal. This is an affordable solution in complying with the recently revised archive requirements of 7 years.
