Product Spotlight: Document Management

Using automation to make records 'meaningful'

In light of providers' concerns with financial incentives tied to meaningful use of health IT, document management systems can help organizations achieve better use of their electronic medical records and decrease reliance on paper. Nobody is entirely done with paper, noted Steve VanWagenen, KLAS research director. But the ability to scan in existing paper records and use digital versions of all documents throughout a healthcare facility is the biggest benefit to implementing document management. These solutions still come in two primary forms – enterprise and best of breed – but with demand for remote access and full integration, some providers are selecting a combination of the two.

Document Management tools are helping healthcare providers move closer to a paper-free system and improving clinical and financial outcomes.
Steve VanWagenen of KLAS says the following trends are affecting the document management market:

1.EMR INTEGRATION: "With all the discussion of meaningful use, there’s a trend towards better integration with the EMR,” said VanWagenen. Trying to create one legal electronic medical record is a big process, and document management can help across multiple departments in an organization.

2.ENTERPRISE-WIDE: Document management should transcend departmental barriers, as the systems can improve processes in registrations, financial and legal areas and human resources in addition to clinical records. The use of COLD feeds (computer output to laser disc) instead of scanned paper documents from various departments can also help reduce paper reliance. “The trend is to get as paperless as possible,” VanWagenen said.

3.VENDOR PARTNERSHIPS: The top-performing vendors in the document management space are best-of-breed solutions, not enterprise systems. Big enterprise vendors such as Epic, who partnered with Hyland Software's OnBase for document management, have indicated they'd rather demonstrate interoperability than develop their own inclusive system.

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Cabinet NG
CNG-SAFE is an easy-to-use automated document management solution for medical practices. Healthcare organizations use CNG-SAFE to transform their paper-based system into a streamlined electronic patient chart system that integrates with their existing practice management system to boost productivity.
Contact: Jon Clark, 256.258.0460,

Canon imageFORMULA DR-9050C
The Canon imageFORMULA DR-9050C is a high-speed, reliable and precise production scanner capable of providing enterprises with flexible and high image quality scanning solutions to enhance document management systems. With advanced imaging technologies and scanning speeds of up to 112 ppm, the DR-9050C is an ideal solution for high-volume environments.

Caremedic Systems
Document Management
CareMedic’s Document Management offers integrated functionality to accommodate both front-end and back-office document management for patient registration documentation as well as billing, claims and remittance-related data and correspondence.
Contact: Jose Miranda, 800.508.8494,

EBridge Solutions
eBridge Solutions Document Management
eBridge Solutions is a Web-based document management system that allows medical offices to go paperless. With eBridge, users can scan in paper documents and assign them up to seven index values. For retrieval, simply type in a combination of index values and/or keywords to quickly find the exact document you are looking for. eBridge Solutions can easily integrate with your patient management software to aid in organization. Medical offices will save time and money and improve compliance and security.
Contact: Leslie Haywood,, 813.849.6067 x 308

Hyland Software
Hyland Software develops OnBase, a suite of document and content management applications. OnBase allows people to do their jobs better and faster, both on the revenue cycle side and on the patient care side, by giving them all the right information when and how they need it. Days are reduced in cycle times, patients spend minutes less in registration and more accurate information is available to physicians when healthcare organizations - from small physician practices to large hospital systems – use OnBase for document management.
Contact:, 440.788.5000,

Innovative Card Scanning
ScanSharp software/DocketPORT scanners
Innovative Card Scanning (ICS) is transforming the front desk experience as the leading developer of customized scanning solutions tailored for physician offices, hospitals, pharmacies and payors. Designed by physicians who understand the unique needs of healthcare organizations, ICS offers a complete line of DocketPort™ scanners and leading-edge ScanSharp™ insurance card scanning software that accelerate patient entry. ICS’s products define the future of optical character recognition (OCR) technology for the medical industry. They easily integrate into practice management or EHR systems.
Contact: Kevin McCasland

KnowledgeLake Document Imaging and Capture Solution
KnowledgeLake provides a Document Imaging and Capture solution that extends the Electronic Content Management (ECM) capabilities of SharePoint. KnowledgeLake’s solution provides a high-volume, production-level capture system designed for scanning, indexing and saving documents to SharePoint and provides an easy way for users to organize, store, access and route millions of documents and data across your enterprise.
Contact: Julie Lintner, 888.898.0568,

Connect IQ Document Management
Kryptiq’s Connect IQ Document Management system eliminates paper storage and simplifies the retrieval of documents and digital files. The DMS enables clinic staff to easily scan, index and store paper patient documents to an electronic database or Electronic Health Record (EHR) system. It also allows users to easily search for scanned documents based on keywords, to index incoming faxes and store them directly to the DMS, and to cross-reference documents to an existing patient information system. Connect IQ Document Management system is part of the Connect IQ suite of technology solutions from Kryptiq Corp. that enable data mobility and create a network of collaborative care.

ChartMaxx from MedPlus is an award-winning enterprise-wide electronic patient record solution, built on a document management and imaging foundation that enables healthcare organizations to enhance clinical and business performance through efficient collection, access and use of clinical, financial and administrative information. Immediate, concurrent access to the legal patient record makes ChartMaxx a key component to revenue cycle management initiatives. ChartMaxx includes Intelligent eForms and business intelligence functionality. ChartMaxx 5.5 (fall 2009 release) introduces RAC tracking, disclosure and reporting features.
Contact: 513.229.5500,

MedSynergies, Inc.
MedSynergies Document Management
MedSynergies Document Management offers an effective tool to reduce storage space and, more importantly, provide unlimited access by approved users at any point in the resolution process, leading to more efficient A/R management.
Contact: Clayton Harbeck, 888.275.9410,

OneSource integrates with Medversant’s AutoVerifi to provide continuous and automated provider data verification technology – a game-changing capability for finding and verifying data on an unprecedented scale. OneSource provides fast, high quality, cost effective credentialing. OneSource digitizes credential files, which become available in real time on the Web, and includes full reporting that can easily be configured to support health plan back-end processes. Medversant is NCQA-certified and URAC-accredited as a CVO.
Contact: Erik Brown, regional vice president, 213.291.6153,

MRO Corp.
ROI Online
ROI Online is a Web-based solution that allows healthcare organizations to efficiently manage release-of-information requests through a shared-services model. It integrates with daily workflow processes and includes a correspondence management system that provides a full suite of management reports – enabling users and their requesters to check the status of a request at any time online.
Contact: Sales Department, 888.252.4146,

Siemens Healthcare
Soarian Enterprise Document Management
Part of the Soarian EDM product family, Soarian HIM consolidates functions, including deficiency analysis and completion, coding management, release of information and forms management, into a single infrastructure.
Contact: Denise Dunyak, 610.219.9530,

3M Health Information Systems
3M ChartView Software
3M document management and imaging solutions enable your providers to create, edit and sign patient documentation in a single session and help your organization manage chart deficiencies, expedite chart completion, reduce reliance on paper, handle hybrid records and increase productivity.
Contact: Shawn Lamphear, 800.367.2447,

Xerox DocuShare
Xerox DocuShare is a Web-based electronic content management platform that enables customers to easily and affordably store, share, approve and manage information. DocuShare helps diverse companies combat information overload, increase productivity and deliver rapid cost savings. It is easily upgradeable from basic content management for SMBs to more robust business process automation suited for enterprises. DocuShare is flexible, works with core hardware and software platforms and integrates with numerous imaging and scanning devices to enable paper-to-digital transformation.
Contact: DocuShare Sales Hotline, 800.735.7749,

User Reviews

"Working with MRO allows our HIM department to leverage our electronic medical record and enhance customer service. The transition has been very smooth and MRO has done an excellent job of helping us manage that process. And MRO’s ability to integrate their workflow with our CarePlus EMR made our decision to make the switch a no-brainer."
Karen Schmidt, RHIT, CCS Director, Medical Records Services and Privacy Officer, Henry Ford Health System.
"The CNG-SAFE interface was a major factor in Zangmeister’s decision to go with Cabinet NG. CNG-SAFE electronically mimics paper patient charts and files, avoiding steep learning curves that could adversely impact the facility’s productivity. When (our Value Added Reseller) ADS introduced us to Cabinet NG, we were immediately impressed by CNG-SAFE’s simplicity, flexibility and low cost implementation.”
Andrew Cooper, information technology manager, the Zangmeister Center.
"By using (MedPlus ChartMaxx’s) Registration Assistant to gather payer and financial class specific documentation up front, we have seen our denial rate decrease by close to 50 percent."
Brenna Duncan, MBA, Rady Children’s Hospital, San Diego, Calif.
“We are extremely satisfied with the solution provided by Innovative Card Scanning, Inc. to our ‘age old’ problem of storing and printing insurance cards and photo ids. The DocketPort 685 along with the ScanSharp software is easy to deploy and easy to train our front desk associates to use. The customer service is first rate and always available for assistance.”
David A. Nelson, director of business operations, Seton Medical Management, Inc.
“Our first year using OnBase for document management, we saved $200,000 on supplies alone. Since, we’re saving $145,000 annually. And by eliminating 60 file cabinets of paper, we process checks two to three days faster.” Brian Rahman, manager of patient financial servi
Brian Rahman, manager of patient financial services, MeritCare Health System, Fargo, N.D.
“From May 2006 to March 2009, our overall delinquency rate for 14 facilities dropped from 23 percent to 5 percent. Specifically at Johnson City Medical Center, our largest facility, we saw an improvement from 46 percent to 6 percent in that same time frame.”
Donna Coomes, corporate director of health information management, Mountain States Health Alliance.
“By implementing DocuShare, St. Peter’s Health Care Services has cut costs and increased employee productivity. We have improved our efficiency in searching for hardcopy manuals and have eliminated the extra costs associated with distributing printed materials to multiple locations. Most importantly, we’re able to devote more time and energy to our patient care.”
George Zimmerman, Internet administrator, St. Peter’s Health Care Services.