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Delano Ligu Director, Technical Services
11 Enterprise Document Management Symposium THE DOCUMENT COMPANY XEROX
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$200+ Million Eye Care Services Company
Centers and access provider Mobile access provider Private practice OD network Exclusive distributor of the Foresee PHP Outsource: 80,000+ procedures ASC: 35, procedures Over 1.5 million procedures Over 1,600 sites AMD monitoring Over 1000 Employees and a vast network of doctors and Health Care Providers across North America New Markets: TLCV Well Positioned An Eye Care Services Company
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Broad Geographic Coverage
Refractive 62 Corporate Centers 421 Access Sites Other Healthcare Services 25 Ambulatory Surgery Centers 568 Cataract Outsource Sites 1,404 Optometric Service Sites Driven by 14,700 Doctor Relationships An Eye Care Services Company
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Information/Document Management Challenges at TLC Vision
Geographically dispersed organization Information needs to be distributed; yet maintained and managed at same level for all Accessibility and Security of Information Ability to add and view information from anywhere timely and securely Distributed Training Challenges Need for management of paper based business processes; more of a formal electronic workflow process that can be tracked and audited. Integration with Financial and Operational systems Legislative Compliance Sarbanes Oxley; HIPPA, PIPEDA An Eye Care Services Company
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Docushare at TLCVision
User since 2001 Corporate Intranet – Information Repository Corporate and Departmental Secure and Controlled Access Multiple Document Types Reports Distribution – Financials, Operations Scorecards etc. Accounts Payable Process Major Upgrade 2008 Document Workflow Accounts Payable - Enhanced Patient Records Management An Eye Care Services Company
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Corporate Intranet An Eye Care Services Company
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DocuShare Ver. 2.2 An Eye Care Services Company
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Accounts Payable Process - Challenges
Logistical Nightmare Large Volumes of Invoices being received and at satellite offices across North America Remote approvers Long and arduous approval process Addition of new vendors Coding of Account Distribution Documents not easily accessible by multiple people Cost of couriers Documents lost, damaged, miscoded Bills not being paid, Services cut off, Unhappy suppliers and staff An Eye Care Services Company
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Accounts Payable Process – Docushare Solution
Invoices scanned at remote locations to centralized shared, secured folders. Available real-time over the WAN infrastructure already in place for Operational Systems Vendor and Account distribution entered and validated Routed to approver folder for review and approval On approval, routed to AP folder for processing and payment Batch upload of Invoices To Financial System An Eye Care Services Company
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Accounts Payable Process – Docushare Benefits
No lost or misplaced invoices, once scanned Easy to identify and track invoice status from anywhere Minimized tracking and chasing down approvals Late payments substantially reduced Approval lead time significantly reduced Increased accuracy and integrity of vendor and expense account codes Invoices available to multiple personnel Happy suppliers, Happy staff An Eye Care Services Company
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Accounts Payable Process – 2008 Upgrade
Continuous Improvement – Docushare CPX “Out of the box” workflow Reduced maintenance and development by ISG Capital Expenditure approvals Approval Matrix depending on expense criteria Improved delay reporting More intuitive user interface Reduced Training Improved Content Search Integration with Financial Systems Links directly from AP to Docushare Documents An Eye Care Services Company
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Accounts Payable Process – 2008 Upgrade
An Eye Care Services Company
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Accounts Payable Process – 2008 Upgrade
An Eye Care Services Company
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Patient Records Management - Challenges
Thousands of Prospects (Consult) and Patient (Procedure) Paper files with multiple documents in multiple locations Ever Increasing 7 year Retention High Cost to Retain and Manage Space Constraints, Badly organized, overstuffed filing systems Off-site storage Privacy No Remote Doctor or other Center Access An Eye Care Services Company
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Patient Records Management – Docushare Solution
ScanflowStore with Docushare Pilot at the Toronto Centre 35-40% of files From CRM system print Patient Sheet with Barcodes For each sheet pull paper file and place relevant documents behind sheet Scan Multiple files Stored centrally and linked into CRM consumer and appointment record Files validated and paper file destroyed An Eye Care Services Company
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Patient Records Management – Docushare Solution
An Eye Care Services Company
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Patient Records Management – Docushare Benefit
Reduced File Space Requirements Current and New Centres Cost Savings Reduced Cabinets, off-site storage Staff Productivity File handling and management, Accessibility - Name and Id Search Increased Security and Privacy Backed up centrally and integrated with centralised DRP processes Controlled and Secured Remote Access Automated Electronic Destruction Once Backlog loaded then integrated into daily capture process Potential simplified solution for Electronic Medical Records Compliance by 2010 An Eye Care Services Company
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Docushare Enterprise - Other Applications
Other Workflows HR - Employee Hire Process and Employee File Legal – Contract Management Process Education and Training Finance Clinical Affairs Marketing Expense Reports (yet to be implemented) External access through sslvpn portal for Partner, Auditors, Investors, etc. So called “Data Rooms” An Eye Care Services Company
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Delano Ligu Director, Technical Services
Thank you Questions? 11 Enterprise Document Management Symposium THE DOCUMENT COMPANY XEROX
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