Document Solutions Document Solutions Document Management for the Healthcare Industry – What You Need to Know. William Zastrow President, CEO FileMark Corporation June 22, 2005

Document Solutions Document Solutions Startling Facts 90% of all business information exists on paper or Paper use in business is growing at 22% per year The average paper document gets copied 19 times, 45% of all files are now duplicates 90% of all documents are never referred to after the initial transaction 7.5% of all documents get lost, 3% of the remainder get misfiled Companies spend $20 in labor to file a document, $120 to find a misfiled document, and $220 to reproduce a lost document Source: Coopers & Lybrand Elimination of inefficient paper processes allows more work to be done faster, with fewer people, and less cost

Document Solutions Document Solutions Transition from paper to electronic documents, signatures, processes, distribution and storage Get easy, instant access to documents from anywhere, from any type of application Reduce paper, filing and copying costs Streamline and accelerate document-centric business processes Fulfill legal and regulatory compliance mandates Realize a quick Return On Investment (ROI) The Challenge

Document Solutions Document Solutions Healthcare Document Issues Managing paper-based medical records – storage and retrieval Dealing with manual registration and admission forms Physician completion, managing deficiencies and notifications Need for efficient document distribution, secure access to patient information and ease of finding patient charts Managing documents from HIS and clinical systems – integration General forms and report management – HR and Business Office HIPAA compliance

Document Solutions Document Solutions Universal capture, storage, viewing and processing of all document formats Ability to manage documents directly from HIS, clinical and HR systems HIPAA compliance – record classification, retention management, security and audit trails Easy workflow – simple to set up, simple to use Desktop and browser access Standard components – scanners, storage, database, viewer, printing, Lowest cost – concurrent licensing, direct sales and support from vendor Healthcare Document Solutions

Document Solutions Document Solutions Database and Repository Storage Manager Scanning, Capture and Indexing Subsystem Search Tools Viewers Workflow Records Management Integration DM System Components

Document Solutions Document Solutions Integration Integration Business Systems Application Clients Document Repository Capture Images, Fax, Forms, Office Documents, , Reports, Statements, Records Browser Clients Desktop Clients MS Windows Web Server Database Management Storage Management Workflow DM System Architecture

Document Solutions Document Solutions Single-purpose DM applications and add-ons Multiple databases or repositories Named user licenses Storage management software pricing by volume Capture subsystem software pricing by volume Expensive, complex workflow Complex application integration methodologies Proprietary scan, store, view, print, fax or Bolt on records management functionality Reseller pricing mark-ups and product support DM Mistakes to Avoid

Document Solutions Document Solutions Integrated Document Capture SMARTi Database SMARTi Server Indexing Index Auto-Fill Business Applications Commit COLD EDI, Automatic Capture Save , Office Documents, Fax, PDF, eFiles Capture Images Batch Scan Scanning Import Commit

Document Solutions Document Solutions Barcode recognition Index auto-fill from line-of-business database OCR/ICR forms processing (data entry) Field pick lists Default field values Sticky fields Auto-indexing

Document Solutions Document Solutions Reports, Invoices and Statements Print Archiving Distribution Customer Service Host Computer Output Capture Database Capture Parse Index Compress Store

Document Solutions Document Solutions Server Archive Automated Archiving Auto-Index To: __________ From: __________ Subject: __________ Date: __________ AttachType: __________ SMTP Send Receive Filter & Forward Database Send Receive Regulatory Compliance Discovery Risk Mitigation Indexed Backup Mailbox Consolidation

Document Solutions Document Solutions Web Content Computer Reports, Statements Fax Office Documents Document Repository Images Video Records Forms eForms Photos The Universal DM Repository

Document Solutions Document Solutions One logical repository and storage subsystem One database One administration system One set of APIs for application integration One logical client with one standard universal viewer One vendor One system to learn, use, configure, maintain, backup, integrate, secure and buy All you Need Is One

Document Solutions Document Solutions Just a Bunch Of Disks – JBOD Direct Attached Storage arrays – DAS Network Attached Storage arrays – NAS Storage Area Networks – SAN Optical Jukebox – WORM or MO CD/RW Content Addressed Storage – CAS Magnetic Tape What About Document Storage?

Document Solutions Document Solutions The concept of traditional rules-based workflow is fundamentally flawed Too complex to build and inflexible in use Too expensive and time consuming to deploy, maintain, change and/or grow Most workflow deployments try to do too much Why Workflow Often Doesn’t Work

Document Solutions Document Solutions Paperless work routing – physician completion, deficiencies, action requests, management approvals, transaction and case processing Easy configuration – automates existing business processes, no rules, users still make most decisions, no BPR Out-of-box deployment can resolve over 70% of process inefficiencies – prioritize your problems Rapid implementation = quick ROI = success Knowledge worker empowerment, not rigid rules enforcement Works like instant messaging for documents with a buddy list! Paperless Workflow

Document Solutions Document Solutions View Work Queue

Document Solutions Document Solutions Case Notes Accounting Shipping / Receiving Supervisor √ Accounts Payable Complete Pend Cancel NA Workflow View Administration Windows Help Case Notes Accounting Shipping/Receiving Supervisor √ Accounts Payable Complete Pend Canel NA Clear Case Notes eForm

Document Solutions Document Solutions Host Application Integration

Document Solutions Document Solutions Desktop Application Integration Docs

Document Solutions Document Solutions Application Extender Tool Docs Copy Data Application Extender Invoice Type Invoice Amount Paste Data Find Docs Index / Commit Cerner Eclipsys Epic eWebHealth IMPAC GE Medical McKesson Meditech MediScribe MiSys NextGen NPSI OmniMD QuadraMed Siemens SoftMed

Document Solutions Document Solutions Policies, practices, technologies and management controls – to protect legal interests and comply with regulations Information lifecycle management Complete audit trails Controls to ensure process consistency Records Management

Document Solutions Document Solutions HIPAA Compliance

Document Solutions Document Solutions Audit Trails

Document Solutions Document Solutions Document Disposition Stages

Document Solutions Document Solutions FileMark Corporation – software developer, professional services provider, direct sales and tech support, founded in 1989 Technology – document capture, archiving and processing, records management, integration Document Solutions – Healthcare, Financial Services, Manufacturing, Distribution, Higher Education, Local Government Company Overview

Document Solutions Document Solutions Production Imaging – batch scanning and indexing, fax capture, workflow, application integration Electronic Forms Management – form creation, routing, fill-in, validation, eSignatures, data integration Report Management – computer output capture, report distribution, electronic statements, archiving Records Management – record classification, retention and disposition, audit trails, HIPAA compliance SMARTi™

Document Solutions Document Solutions William Zastrow FileMark Corporation 40 Mechanic Street Marlborough, MA Tel: Tel: Fax: Document Solutions Document Solutions