Healthcare OnBase Epic Document Management Case Study (Aspirus, Inc.)

The Challenges

The IT department knew that physicians were frustrated that not all patient information was available at their primary source – the Epic EMR. They still needed to go back to paper to get the full patient record. In administrative departments, staff couldn’t get everything they needed from the Lawson system they worked in everyday. Not only that, Aspirus also wanted to make sure they were prepared when a RAC auditor came knocking on the door. The IT department wanted to solve all of these problems with a single, scalable solution.

The Journey

Aspirus looked at three different healthcare document management solutions and chose Hyland Software’s OnBase from solution provider Naviant, Inc. “OnBase gave us the opportunity to grow in increments. It works with our two ‘kings of the hill,’ Epic and Lawson,” says Chris Plaisance, Director of IT Solutions.

The Solution

It started small, but kept the big picture in mind. “User adoption is always key to a successful IT project. We started in one department, and let others see the impact and success of OnBase. Then we could expand out to different departments more easily. It improves adoption and takes fewer resources,” says Plaisance.

IT Starts with Completing EMR

The first priority for the IT department was to look at anything physicians needed in the Epic EMR (lab results, emergency department visits, referrals, etc.). That would let IT solve physicians’ frustrations and have the most direct effect on improving patient care. Before OnBase, HIM stored those documents on microfiche and then on CDs. However, they still took too long to access and were too labor intensive to dig up. Aspirus first converted the 13.5 million documents into electronic files in OnBase.

Now, HIM centrally scans patient documents into OnBase. They are all linked to the Epic EMR. Clinicians simply click a link in Epic and related patient content opens up. HIM also automated deficiency completion, speeding up billing processes. The solution let the HIM department decrease outsourced scanning, saving $100,000 annually.  Read Full Case Study…

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