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Case Study: Cardiology Associates

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Richard Heap, IT coordinator at Cardiology Associates, PSC, provides a numeric illustration of the volume of paperwork that runs through the cardiology offices. Each day the northern Kentucky practice of seven cardiologists receives more than 75 fax requests for prescription refills, 80+ clinical test results from various labs and hospitals, and more than 90 voicemails from patients, referring physicians, and clinicians. "We used to be flooded by paper, faxes, and phone call log books," he says. "Each request required timely processing and we also needed to be able to verify that each task was completed." The fact that Cardiology's 42-member staff was not always on the same schedule or in the same office complicated the situation. It was often hard to determine if others had already fulfilled a request. "Many of the items needed to be handled in sequence, by multiple people on varying schedules working in three different office locations." Handling a constant flow of communiqués was just one challenge, Heap says. Each interaction with a patient required extensive documentation. Each day the clinic might generate more than 50 diagnostic reports, 75+ dictations of office visits, and over 60 electronic clinical reports, while also receiving 40 documents detailing outside hospital consultations. Production and approval of reports consisted of many steps of workflow back and forth between doctors and staff. "With the new HIPAA regulations, we needed a record of who processed what information and when. We had to have a correctly filed and retrievable copy of all documentation for all patients," explains Heap. The M-Files document management solution Heap learned about M-Files from an Internet search for document management products. The simple logic of M-Files document indexing gave Cardiology Associates enough flexibility to shape the system to meet all its needs. The clinic gained not only the automated record keeping required for HIPAA compliance, but also a practical everyday solution to make its office operations more fluid and accurate when it came to handling detailed documentation. Heap describes the most important capabilities offered by M-Files for the clinic: Electronic file tracking and workflow solution ensures HIPAA compliance M-Files manages the complexities of requests and reports at cardiology practice Success Story "e fact that we have over 100,000 patients of record -- 32,000 of whom are currently active. is demanded a comprehensive system that would enforce accuracy and accountability." -Richard Heap IT Coordinator, Cardiology Associates, PSC M-Files Inc. 5050 Quorum Drive Suite 600 Dallas, TX 75254 Phone: 972-516-4210 Fax: 972-516-4211 M-Files Corporation Hatanpään valtatie 26 33100 Tampere Finland Phone: +358 3 3138 7500 Fax: +358 3 3138 7550 sales@m-files.com www.m-files.com ©2012 by M-Files Inc. M-Files is a registered trademark of M-Files Corporation. All other trademarks are property of their respective owners. CARDIOLOGY ASSOCIATES, P.S.C.

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