Going paperless is a lofty goal for most health systems, including CoxHealth in Springfield, Missouri.
But the Cerner ITWorksSM organization, faces multiple obstacles to a paperless electronic health record (EHR): providers who prioritize paper charts, duplicate paper documents, system updates, connectivity and items that require physical signatures.
To bridge the digital gap, the CoxHealth team is transitioning to Cerner Advanced Capture from a legacy system. Health information management (HIM) professionals scan paper records into the high-volume document capture solution, which indexes them into patient charts.
The solution helps clients like CoxHealth expedite batch scanning by eliminating the need for document separation pages, barcode stickers and barcoded forms for document types.
“Advanced Capture helps decrease our need to manually assign a document type label or date by allowing customization through the transformation process,” said Lisa Noblett, document imaging supervisor. “We are seeing great improvements in our production time.”
Reducing manual validation
On average, CoxHealth averaged between six and seven million pieces of paper yearly.1
Additionally, an average of 95% of documents going through the “transformation engine” — the technology add-on module that uses intelligence and is trained to read, extract, and classify the document type and patient information from the image for indexing purposes — are correctly identified, while only 5% of the documents require manual corrections.2 Within 10 weeks of optimizing transformation, an average of 17% of the documents required no human intervention before being posted to the patient’s chart.3
Jacob Hartley, Team Lead of HIM Documentation, said Advanced Capture will be central to CoxHealth’s efforts to reach Stage 7 on the HIMSS Analytics Electronic Medical Record Adoption Model. He foresees having HIM team members on many floors of the hospital, scanning and indexing important paper documents into the health system’s network.
“We look forward to bringing our ambulatory team on board,” he said, “and we'll work to integrate some of their documents into transformation.”
1 Data was gathered between January-December 2018 and January-December 2021, excluding May 2020 when data was not reported.
2 Between September 26, 2021-December 4, 2021.
3 Between September 26, 2021-December 4, 2021.