Integrity. Value. Reliability. Washington Archives Management Healthcare Solutions In today’s healthcare organizations, the need for managing that keep your physical files organized while providing and protecting patient information has never been more quick and easy access. Our highly-trained staff will come to important. At Washington Archives Management we your office or storage area and pick up your records for understand the challenge of balancing excellent patient care storage or destruction. With our Records Management with cost control and reduction. Our senior leadership solution you get real-time access to your records through includes a former healthcare executive who understands a secure interface that lets you manage the description what it takes to meet those challenges as well as HIPPA, and contents list of each item. JCAHO and daily care delivery needs. With 20 years experience in records management and having served Our Records Management Solution includes: over 80 healthcare organizations you can feel 100% • O’Neil RS-SQL Records Management Technology confident in our expertise and ability to deliver state-of- • Point-to-Point Tracking the-art information management solutions. • State-of-the-Art Fire Protection and Security Systems • Automatic File Purging What can you expect? • Inventory Tracking and Chain of Custody • Proven solutions to help you manage, store, secure and • 24-hour File Access destroy information effectively • On-Demand Box, File and Record Retrieval • Highly experienced and dedicated staff • File indexing and Data Entry • Exceptional customer service File-Room Management: Reduce costs and increase efficiency Records Management and Archiving: Stored, Secured Managing and storing patient files is a critical part of patient and at Your Fingertips care, but can be a significant expense for most healthcare In today’s complex healthcare environment records organizations. Let WAM build you a cost effective, secure and management has become a critical factor in running a reliable filing system to free up valuable hospital or clinic successful healthcare organization. There are now legal and space for patient care while reducing staffing needs in the technical requirements for storing and destroying patient process. We will work with your HIM stakeholders to and administration information. Our Records Management develop a purge schedule and benchmark file/retrieval solution can help you manage and meet these requirements. processes that will exceed the expectation of your care At WAM we provide secure, dependable, flexible solutions delivery professionals and reduce costs at the same time! Integrity. Value. Reliability. Washington Archives Management Healthcare Solutions Our File Room Management services will significantly improve onsite file management with a proven approach for tracking active patient files and identifying old files for timely purges. Compliance Management: Making Compliance Easy With the passage of the Health Insurance Portability and Accountability Act of 1996 (HIPAA) the importance of managing and securing patient information has become a necessary part of every healthcare practice. At WAM we understand the challenges of compliance. We have served some of the largest Hospitals in the Puget Sound area. Our proven solutions can help you understand what compliance means to your organization and develop a plan to assist you in becoming compliant and remaining compliant. Imaging: Scan on Demand—From Paper to Pixels in No Time WAM’s Imaging solution can improve efficiency, reduce costs and enhance customer service by converting physical files to an electronic format. Our highly trained staff can prepare, scan and index all of your documents, then organize them into an easy-to-use digital database you can access online. Virtually any document can be scanned for digital storage and online retrieval. Delivery Services: To Your Door in Four Hours or Less Order it in the morning, get it in the afternoon. That's what you can expect from our standard half day delivery service. Just place your request on our website or by fax. We also provide 24/7/365 emergency if requested. Whatever you need, whenever you need it, you can “The transition was count on Washington Archives Management to deliver it. smooth and complete. The attitude of all WAM employees is excellent. The response time is very quick.” -Providence Centralia Hospital www.washingtonarchives.net • 2205 51st Avenue East, Suite 300 • Fife, Washington 98424 Integrity. Reliability. Value. Case Study 1: Mason General Hospital praises ‘highly professional’ archiving program THE CLIENT “The Washington Archives folks were so professional,” Moll said. Mason General Hospital is located in Shelton, Wash., on the “They listened carefully and customized their services to fit our Olympic Peninsula. Along with its modern facilities and patient- needs. That was very valuable to us.” friendly medical care, the hospital maintains several outstanding The service package also included a scan-on-demand clinics, including the Diabetes Wellness Center, which was component, whereby film is digitized when that patient’s records recently recognized by the American Diabetes Association for are requested by the hospital. The digital images are sent via a its self-management education program. The prestigious award secure network to Mason General’s PACS server, where lauded Mason General Hospital for offering high-quality education administrators can provide access to the image for the services to its patients. appropriate medical staff. The system maintains confidentiality THE CHALLENGE and saves the client time and delivery charges. In the fall of 2007, Mason General Hospital had completed the THE OUTCOME transition from use of traditional x-ray film to digital imaging for By all accounts, both medical and admin staff at Mason General its patients. However, the hospital had years’ worth of x-ray films Hospital were pleased with the convenience, service and flexibility on file, which were being stored at three separate locations. radiology archiving service provided. And Moll noted that Washington An efficient and totally secure means of archiving and accessing Archives went the extra mile in a most impressive way: they actually these important patient records was needed. The goals were to: volunteered to help reduce the fees they were earning. • Maintain patient confidentiality Here’s the story. After archiving the T • Provide physicians with rapid, reli- “ heyvoluntarilyshowedushowtocutbackonthe hospital’s x-ray films, physicians able access to the radiological files useofthe‘stat’serviceforobtainingarchivedfilms. who wished to review a patient’s • Free up storage space for staff and Theydidn’tjusttakeourmoneyandrun.” records could request a set of films clinical use -Eric Moll, Chief Financial Officer, Mason General Hospital to be shipped to the hospital via a “We knew going forward everything same-day “stat” delivery service. [in radiology] would be done digitally,” said Eric Moll, the But rather than simply sit back and collect those fees, Washington hospital’s Chief Financial Officer. “But in certain situations Archives suggested the hospital didn’t need to be spending that when patients are re-admitted to the hospital, our physicians kind of money. still wanted to be able to review the original films for diagnostic “They showed me a high degree of professionalism by voluntarily purposes. So we had to make sure we had immediate and showing us how to cut back on the number of times we used hassle-free access to the archives.” the ‘stat’ service for obtaining archived films,” Moll said. “They noticed the high number of requests, and realizing our THE SOLUTION budget limits, set up a conference call to walk us through the Washington Archives Management’s trained staff went to work alternatives, including how to lower our physicians’ expectations. at each of Mason General’s radiology storage sites. They began bar coding the hospital’s archive of films and transferring them “They didn’t just take our money and run, and that certainly to Washington Archives’ secure, state-of-the-art storage facility paved the way for us to consider using Washington Archives in Lacey, Wash. When the films were received at the site, the bar Management for future records management, that’s for sure.” codes were scanned and indexed into a central database, which hospital staff was then able to access whenever needed. Because Mason General Hospital did not have an institution- generated bar code on its charts, Washington Archives Management indexed each x-ray film individually, making it easier for hospital staff to request individual patients’ films. Schedule a personal assessment of your institution’s radiological and medical archiving needs by contacting Washington Archives Management at 800.715.6683. Better management of your most valuable business asset is just a phone call away. Integrity. Reliability. Value. Only then could they begin the process of purging of Full-service records out-of-date films and management preparing the remaining films Best-in-business options: for storage—including bar • Storage and archiving, coding, recording the bar with point-to-point code data in a database and tracking, 24-hour access, building an indexing system on-demand retrieval, file to efficiently retrieve files indexing and data entry when needed. Case Study 2: Providence “Overall, we had more than • Imaging solutions to scan and index documents into Hospital enjoys ‘remarkable’ 90,000 individual patient a secure database service and support files to be archived,” Hake • Delivery on demand. explained. “Our biggest fear Same-day service, was a few of these might get without add-on fees THE CLIENT lost in the process of transfer- Providence St. Peter Hospital is a 390-bed, nonprofit teaching ring them to storage. But to • Personalized service, with hospital in Olympia, Wash., and is affiliated with Providence Washington Archives’ credit, flexible packages that Centralia Hospital, about 20 miles south of Olympia with a they did not misplace a single deliver what you need and second campus in Chehalis, another five miles further south one. It’s really quite remark- only what you need along Interstate 5. able. They coordinated the As the key medical centers serving Lewis and Thurston entire process very efficiently and very professionally.” Counties, the Providence Hospitals offer extensive diagnostic and therapeutic services. THE OUTCOME Overall, the archiving and scanning system worked flawlessly, THE CHALLENGE according to Hake. The transfer of digital images has proceeded After full installation of new digital imaging systems, the securely and confidentially, and the staff assessment was that Providence Hospitals were equipped for state-of-the-art Washington Archives’ personnel are well-trained and technically diagnosis, but were faced with the need to store and archive sophisticated. nearly seven years’ worth of x-ray film. Providence St. Peter and Providence Centralia are now able to utilize “We know that we must maintain those [patient] records, so the space formerly dedicated in four separate locations to radiologic proper storage and access was important to us,” explained Robert records storage, and the on-demand scanning of archived films Hake, Director of Diagnostic Imaging for Providence Centralia has helped the hospital maintain a high level of responsiveness to Hospital. “Plus, we wanted to use the space devoted to storing all its most important mission: providing its patients the best possible those records for clinical or administrative uses.” health care. Washington Archives Management’s services were an important W “ ouldIrecommendWashingtonArchives’servicesto asset to Providence’s operations, Hake concluded. acolleague?Whenitcomestostoringandmanaging records,they’vegotitnailed.” “Would I recommend Washington Archives’ services to a colleague? Absolutely—without hesitation,” Hake said. R - obert Hake, Director of Diagnostic Imaging, Providence Centralia “Everything they did was handled smoothly. Even seeing their storage site was impressive. When it comes to storing and THE SOLUTION managing records, they’ve got it nailed.” Washington Archives Management’s trained team swung into action, going on-site to understand the hospitals’ process for digitizing films and to set up a system to remove, secure and index the backlog of x-ray films. Washington Archives’ staff had to develop a customized system that accommodated different film types and modalities so settings for the digitizer could be properly configured. Transmission of www.washingtonarchives.net the digital images required establishing a VPN (Virtual Private 2205 51st Avenue East, Suite 300 Network) that met the highest industry security standards. Fife, Washington 98424 Let Washington Archives Management evaluate your institution’s radiological and medical archiving needs by calling 800.715.6683. Better management of your most valuable business asset is just a phone call away.
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