Patients’ confidence in their local physician has improved now that their complete medical record is instantly available the moment they walk in the clinic door. The privacy of over 1.3 million patient accounts is managed with DocuWare’s strong security and access features, providing peace of mind for both physicians and patients alike. In general, each office can only view patient files that originated at their branch unless other permissions have been granted.
- Digitized and microfilmed records simultaneously without intervention
- Inter-office sharing of patient information
- Time to invoice reduced to one day
- Eradicated massive paper archives and improved record security
- Legal litigation avoided with secure digital archive in place
As a result of implementing DocuWare, patient care has improved because primary care physicians can choose to share test results and other information with another physician offering a second opinion. Secure medical records help physicians meet medical record retention laws requiring hospital records to be kept until 20 years after death. Physicians can be prosecuted if they do not maintain medical files but thanks to DocuWare, files will be available well into the future helping to avoid legal action.
In-network UNIMED physicians that operate their own clinics can store patient information in UNIMED’s DocuWare system without incurring any costs. This financial incentive to physicians assures medical records are in one place regardless of origin and speeds the medical billing process. Eliminating physical paper files at each location has provided more space for offices and patient exam rooms allowing expansion without additional costs.
The cost savings realized from eliminating document shipping costs alone has allowed UNIMED to see a Return on Investment in less then one year. Significant cost savings have resulted from the elimination of duplicate procedures and the ability to track the distribution of expensive medications. With DocuWare in place, Accounts Receivable time to invoice has decreased by 14 days now that information is exchanged between offices daily. All of these cost factors combined are improving UNIMED’s bottom line. Additionally, external audit costs have decreased since auditors can be given a user ID which provides access to information right from their own office, thus eliminating the ‘each location’ fee. As another benefit, UNIMED can track which documents the auditor reviews and use this information to improve their processes.
“Providing 30 offices in different cities with up-to-date documents is a huge task by itself, but when UNIMED decided to capture documents daily from each location where they are generated, only a robust and stable software solution could do the job. The choice for DocuWare was an easy and efficient answer for a 1.8 million documents per month project, allowing users to access the information through the Web from any location,“ said Mr. Marcelo Streck of MGS, the Authorized DocuWare Partner. The success of DocuWare for the Federation of UNIMED in Rio Grande do Sul has inspired other UNIMED Federations to adopt the system. Today the 30 offices in Rio Grande do Sul can efficiently exchange information with 17 offices that make up the Sao Paulo UNIMED Federation. Other UNIMED Federations are examining the solution. If adopted, a document exchange process would be possible between each Federation across Brazil. Implementing DocuWare brought so many easily identifiable benefits to UNIMED that it was recognized by The National Center for the Development of Information Management (CENADEM) for its unique hybrid electronic document management solution. Dr. Paulo Gonçalves, IT Director for UNIMED said, “DocuWare‘s document management system is helping us to daily control the medical expenses of our health insurance plan, it’s been a fundamental tool in managing our whole operation.“