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 Today, more than ever, information spans across many different formats including paper documents, digital images, microfilm, digital x-ray images, video streams, e-mail and many other file formats. Most practices are considering the transition to some type of electronic or paperless medical record, but are unsure of the best direction to take.
NetFileManager has been developed specifically to meet the rigorous demands of controlling patient information and medical records, coordinating the management of file folders, inactive records, digital images and electronic forms.
NetFileManager allows you to migrate to electronic or paperless medical records at the pace that works for your office, whether you choose to utilize both paper and electronic records or you choose to replace paper-based methods with electronic forms and computerized records.
Medical record automation increases efficiency and profitability by reducing the cost of managing medical practices, and allows practices to grow and see more patients without incurring additional labor expenses.
We can provide your practice with the tools and flexibility that you need to build the right medical records solution that works best for you and your requirements. Over time, using NetFileManager your practice can transition its physical forms and filing system to a completely electronic or paperless medical record when it makes sense for your practice. |
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NetFile Manager can blend with or replace paper-based medical records |
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Incoming documents can be scanned for computer retrieval, so they do not have to be retained in a paper format |
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Forms used in the practice are converted to electronic forms to eliminate the need for -- and cost of -- purchasing pre-printed forms |
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Electronic forms are then auto-populated with patient data and processed by computer to eliminate the expense of handling printed forms and documents |
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Lab reports, transcriptions, etc, can be routed to physicians or staff as electronic images and task messages attached to manage a workflow process |
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Update Master Sheets and patient medication histories from dictation or data entry |
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EOBs can be scanned and instantly retrieved by typing in a batch number or patient name, making retrievals and supplemental claims fast and easy |
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File folder records can be tracked using bar codes to locate files wherever they travel within an office or among multiple offices |
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Tracks and logs all access of patient information for HIPAA compliance |
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 The EOB module provides you with a simple method of improving and automating the way you manage EOB’s and process secondary insurance claims. Simply scan the incoming EOB’s and the system automatically indexes the records for instant access. Search by batch # or patient name and automatically retrive the exact page you need.
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Batch scan all EOB documents without manual data entry with graphic pad or laptop |
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Automate indexing by batch number or patient name for instant look-up |
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Electronically "white-out" unnecessary patient data from EOB pages |
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Print and mail -- the entire process takes only seconds |
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View the demo to hear how one medical practice is saving in excess of $50,000 per year using our NetFile Manager EOB Module! |
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The NetFileManager lab results workflow program automates the lab reporting process, significantly reducing the cost of processing lab reports and the margin for error, while producing a digital archive for storage and retrieval.
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Labs are ordered and pending orders recorded in NetFile Manager manually or by a data feed from a lab application. Orders are dated and delays reported. |
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Pending orders are loaded inito NetFile Manager, enabling users to attach results by scanning paper documents or attaching electronic data received from a lab company. |
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Returned lab results are assigned to a pending order and electronically routed to appropriate users along with a task message, instructing them to take some action relating to the lab results. A form letter can be created and emailed or mailed (with a copy or digital image of the lab report) to a patient or referring physician. |
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Results are auto-archived into the patient's online and/or physical medical record. |
Managing lab results is a costly and potentially error-prone process, because these steps require significant labor and extensive coordination, and there can be lapses or delays in the time between ordering lab work and reporting the results. NFM seamlessly manages lab report management, saving time and money, while reducing errors and delays. |
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Many applications require multiple decision points and the ability to share documents among many users to complete tasks, processes, and procedures. Attempting to accomplish these types of activities with manual paper based systems can be very labor intensive, prone to error, and lack accountability. The NetFileManager workflow module streamlines collaboration and accelerates the completion of critical business tasks which equates to increased operational efficiencies and reduced costs.
Typical applications that benefit from the NetFileManager workflow include:
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Vendor invoice processing |
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HR hiring processes |
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Medical transcription approvals |
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Lab results routing |
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Remote coding appiications |
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Loan approval processes |
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PowerPoint 2003 Presentation
3.4 MB file |
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In each of these applications routing rules are configured which include the route each documents takes upon entering the workflow based on index data. At each step in the workflow decisions are made which determine the next step in the process. At each step users have the ability to create notes that travel with the document as it is processed. Users are assigned tasks that need to be completed and are notified of the task via email and with an entry in their task list.
Documents can enter a workflow either as a result of scanning the document, importing of application documents, the creation of an e-form, or through manual assignment.
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NetFileManager workflow allows you to control operational costs, creates employee accountability, and increases your organizations scalability.
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Automatically distributes work to specific users or groups |
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Forwards documents through successive work steps without delay |
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Allows documents to be prioritized based on certain user-specified criteria |
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Allows tasks to be completed and authorized by specific users |
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Provides a process for load balancing work |
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Provides a quality control process |
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Most practices have certain forms within the medical record that are most frequently accessed and used when seeing patients or responding to phone inquiries. Progress Notes, Medication Histories, Lab Reports, and other forms, depending on the practice and the specialty, are commonly accessed and updated. Rather than using paper documents, retrieving pages, updating master sheets and reassembling and refilling records, high activity forms can be converted to electronic forms for retrieval and processing by computer.
Master Sheets are configured as electronic forms, allowing a medical office to search on the computer for a specific patient and then view these high activity forms. Using special electronic forms technology ensures that their information on a form cannot be changed, so that all patient information meets archival standards, but the forms can be added to and then saved as an updated form with new patient information.
In addition, a Master Data Input Sheet can be established for transcribing dictation into a single, fast, easy to use computer document, and information for multiple patients can be entered as a single batch into the single form. NFM will automatically cut and paste the patient information for each respective patient onto the appropriate Master Sheet. |
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Many practices need the ability to store and retrieve x-ray images as part of the medical record and patient history. NetFileManager incorporates state-of-the-art DICOM imaging to enable the capture, storage and retrieval of diagnostic quality radiology images.
From within the electronic medical record, x-ray images can be stored with indexing information overlaying the image, and even allows the viewing of ‘moving’ images (such as a beating heart). By blending x-ray images with electronic forms, digital images, application documents, digital photographs and videos, NetFile Manager provides a complete electronic medical record solution. |
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 Everyone within an organization needs to access certain records and process work. NetFileManager gives every user the ability to request and route records, files, documents and tasks, while bar code reader and tracking the location of active and inactive records used to perform work functions, whatever media they may be. The location of a file or the user in possession of that file is always known and recorded.
With the NetFileManager tracking module, everyone knows whereevery file/document is at all times and what tasks and workflow they are required to perform. Users and information are linked real-time, using computerization and bar code technology to manage the flow of information and tasks throughout the organization.
In addition, NetFileManager generates reports on demand. Available reports include file activity or inactivity, pending file requests, user log in and many others. Reports help users maintain superior audit procedures, manage information and comply with HIPAA regulations. |
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Everyone within an organization needs to access certain records and process work. NetFileManager gives every user the ability to request and route records, files, documents and tasks, while bar code reader and tracking the location of active and inactive records used to perform work functions, whatever media they may be. The location of a file or the user in possession of that file is always known and recorded.
With the NetFileManager tracking module, everyone knows where every file/document is at all times and what tasks and workflow they are required to perform. Users and information are linked real-time, using computerization and bar code technology to manage the flow of information and tasks throughout the organization.
In addition, NetFileManager generates reports on demand. Available reports include file activity or inactivity, pending file requests, user log in and many others. Reports help users maintain superior audit procedures, manage information and comply with HIPAA regulations. |
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To see NetFile Manager in action call us today to view a live demo or we can schedule a webex demo to view from your office computer.
>> Back to Software Division |
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Fast retrievals Imaging systems allow you to find documents quickly without leaving your desk.
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Flexible imaging Imaging systems allow you to index documents in several different ways simultaneously. Indexing paper and microfilm in more than one way is awkward, costly and time-consuming.
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No lost files Imaged documents remain in their folders when being viewed, so none are lost or misplaced. Lost documents are expensive and time consuming to replace. |
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Digital archiving The risk of loss or damage to paper or electronic records is reduced with a document imaging system. Keeping archival versions of documents in a document imaging system helps protect paper documents from over-handling and keeps electronic documents in a non-proprietary format. |
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Share files easily Imaging systems makes it easy to share documents electronically with colleagues and clients over a network, on CD or through your web browser. Paper documents usually require photocopying to be shared, and microfilm requires a conversion to paper. |
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Improved security Imaging systems can provide better, more flexible control over sensitive documents. Imaging controls security at the folder or divider level for different groups and individuals. In contrast, all paper documents in a filing cabinet or filing room have the same low level of security. |
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Save space Imaging systems provide an easy way to back-up documents for offsite storage and disaster recovery. Paper is a bulky and expensive way to back-up records and is vulnerable to fire, flood, and theft. |
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Compliance tracking and auditing Imaging systems provide an easy to track who has files, what needs to be added, what is missing and consistent updates. |
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A complete records management solution. The fact is, everybody should employ a solid records management solution. NetFileManager tracks and helps maintain the file from creation to destruction. The complete life cycle of the paper file and beyond. NetFileManager also works with other document management solutions such as microfilming, scanning or record center storage.
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No capital expenditure or long-term commitment. As an ASP solution, the only requirement to use NetFile Manager.com is an Internet connection. It doesn't get any easier.
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A web-based solution. An ASP model holds several advantages:
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Ability to access the system from anywhere |
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Automatic software upgrades |
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Access from remote locations -- instant network |
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No hardware to purchase |
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Open solutions that will grow with your practice and evolve with the rest of the Internet |
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Easy to learn and use. The navigation uses the same conventions as other Internet web sites or programs |
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The cost of Image Request Manager vs. front end document conversion. In many applications in which frequency of retrieval is either low or hard to anticipate it is difficult to justify the cost of document conversion to digital imaging. As an alternative the NetFile Manager Image Request Manager module allows you to create the images based on actual demand, thereby reducing the upfront cost and at the same time provides you with all the benefits of digital imaging. |
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HIPAA compliance. All health care providers are required to have systems and process in place to protect and track disclosures of patients' medical information. NetFile Manager can be configured to track all access to this information and can generate reports that differentiate between routine and non-routine disclosures. NetFile Manager provides a process for revision control of patient release of information authorizations, and patient's requests for modifications and limitations of these information releases. |
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Seamless access to files stored on-site and those stored at an off-site records center. NetFileManager continuously tracks a file throughout its life cycle. This can include active records storage on-site, archival storage off-site, conversion to microfilm or imaging, and finally document destruction. NetFileManager knows where the file resides at all times. Requests can be made for a file and the system routes the request to appropriate location for fulfillment. |
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Multi-user access to paper files. One of the main reasons organizations implement imaging systems is to provide simultaneous access to information to multiple users. Often even though imaging solves this issue, it's not the right solution for the application. Imaging requires large investments in technology infrastructure and document conversions, is not easily updateable, and changes the process flow of most applications. NetFile Manager provides multi-user access using e-mail request notifications and Image Request Manager without changing the process flow. |
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Provides remote access to paper files. NetFile Manager provides access to paper files by remote users. Two examples that illustrate why this is important are: (1) A physician is called in an emergency at a hospital and the patient information is located at his/her office. They could log into NetFile Manager and make a request for the file to be scanned and made available through the system. To continue this scenario if the patient later that evening requires additional care which requires access to the same information the physician could log onto the same NetFile Manager site to further review the information. (2) A mortgage company has a loan closing scheduled at a branch office and the paper files are stored at the main office. The loan files could be scanned and available to the closing officer located at the branch office. |
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NetFile Manager is customizable and parameter driven. Set it up to address YOUR needs. With customizable Index fields, Reason fields, User profiles, Group profiles and Vendor profiles, you can configure NetFile Manager just the way you want it. Its flexibility is truly one of the hallmarks of the solution. |
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Comprehensive report generation. NetFile Manager delivers a comprehensive set of reports that can be produced, viewed and printed at anytime. The ever growing list includes; Login report, File Activity report, File Inactive report, File Destruction report, Pending Request report and File Inventory report. |
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Meeting compliance for various regulations, laws and quality standards |
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To gain control and accountability over your informational assets |
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To provide increased access to information |
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To reduce labor, regain space and make your organization more scalable through automation |
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Your practice is a candidate for NetFile Manager if it meets any of the following criteria:
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You're considering moving to an electronic medical records system |
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You're spending too much time tracking down lost or misplaced patient files |
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Physicians need to access patient records while away from the office |
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You're spending too much time processing secondary insurance claims |
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You need to save valuable file space and eiiminate misfiles |
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You need assistance in keeping up-to-date with HIPAA regulations |
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You're looking for cost-savings and enhanced office efficiency |
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If any of the profiles listed above apply to your practice, it may be a prime candidate for our NetFile Manager system. |
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Getting patient information faster and more accurately actually helps improve their operational costs. |
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One of the greatest fears most practices have with records management investments is that they will make a huge investment in time and money and have to wait literally 1 to 2 years, or maybe longer, to see any results. |
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Those who have invested in NFM tell us that it has allowed them to make a minimal investment, to easily and quickly implement the system, and to see quick results in their practice. |
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Your practice will realize a substantial costs savings, see improved productivity gains, and reduce legal exposure on an investment with a relatively short ROI. |
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You enjoy all the advantages of a complete records management system without the upfront capital investment. With the on-demand, ASP model, you get all the benefits of a unified, scalable solution without the high costs, risks and complexity normally associated with records management software.
As an outsourced solution provider, we assume all the responsibility of performance, upgrades and maintenance. Your solution is running on our state-of-the-art infrastructure, which is continuously upgraded.
Subscribing to our ASP service allows you access to the NetFile Manager application, our redundant infrastructure and technical support staff. The data center is co-located within a class carrier facility, which provides you access to multiple telecom carriers, redundant power sources and world-class security. |
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NetFile Manager is software that enables health care practices to transition to electronic or paperless medical records by installing the software on your own computers/network, or by accessing data from our secure Data Center. Many offices prefer to utilize the NFM data center, because it provides access to patient information and medical records from anywhere a physician may be, or for any third party given access, at any time that information is needed.
Because this is an outsourced ASP method of implementing NFM, the practice essentially eliminates capital costs and technology risk. Either way, NetFile Manager provides everything that you need with pricing that works within your budget. |
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8936 J Street, Omaha, NE 68127
(402) 896-9400 • (800) 913-9015
Fax 402-896-9308
EMAIL OFFICE MANAGER
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5427 Johnson Drive, Suite 138
Mission, KS 66205
913-262-0064 • Fax 913-262-8871
EMAIL OFFICE MANAGER
© 2007, Performance Group, Inc.
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