© Integra 2014 / Page 1 Maximize your investment Evelyn Beach, RPh Date: January 21-23, 2014.

© Integra 2014 / Page 1

Maximize your investment

Evelyn Beach, RPh

Date: January 21-23, 2014


DocuTrack in your Pharmacy

DocuTrack is an investment for your Pharmacy

Don’t limit your investment• Discover and learn DocuTrack

• Design your DocuTrack

• Take full advantage of the features

• Integrate

“DocuTrack was so valuable that I purchased it a second time when I opened a new Pharmacy after the first one was sold.”“DocuTrack was so valuable that I purchased it a second time when I opened a new Pharmacy after the first one was sold.”

Quote from Client


The impact of DocuTrack in your Pharmacy

We have heard this before…

Best system for• Organization

• Documentation

• Customer Service

• Audits

• Growing the Pharmacy business

• Staff accountability

• Adding efficiencies to the Pharmacy

“It’s a game changer.”“It’s a game changer.”

Quote from Client


Discover and Learn DocuTrack

Learn how your Pharmacy System interacts with DocuTrack• What information is exchanged

Empower your staff • Train the trainer - train the staff

Don’t limit DocuTrack to only daily workflow

Learn the options in DocuTrack

Take advantage of the features offered by DocuTrack• Stay up to date with new features

Quote from Client

“The headache phone calls from customers are reduced dramatically.”“The headache phone calls from customers are reduced dramatically.”


Design your DocuTrack

Planning and implementation

Planning is mission critical • Blueprint of the Pharmacy’s documents

• Routing documents with the Document Import Rules

Review your processes• Start with a plan closest to your current workflow

Arrange for Delivery Manifest to print with barcode

Plan for refill process with barcode

“Organization is the key issue with DocuTrack. I have everything at my fingertips.”“Organization is the key issue with DocuTrack. I have everything at my fingertips.”

Quote from Client




DocuTrack Assistant• Configurable to minimize clicks in DocuTrack

Real Time Status Viewer• Configurable to display where the work is located

• Identify bottleneck areas

Do you want to print reports to DocuTrack?• Zan printers

“The viewer was the best addition to DocuTrack, I know where the work is at.”“The viewer was the best addition to DocuTrack, I know where the work is at.”

Quote from Client




Building workflows that meet your needs in the Pharmacy• Add cabinets and search folders

– Stay vigilant of the too many folders syndrome– Warning: The Black Hole– Create a Zero Association folder




The drop down pane• This is how the documents are moved within the workflow of your

Pharmacy

• Add departments

• Add document types

• Define status

• Define priority

• Define custom fields– Drop down fields– Text fields




Sorting documents to view in the document list pane• Setup the sort options

Document sources

Quote from Client

“Now I know when we received the fax, no more guessing if the date and time is correct.”“Now I know when we received the fax, no more guessing if the date and time is correct.”




Take advantage of the Documents Import Rules• Routing documents efficiently through the Document Import Rules

• Make the most of the rules to make your workflow efficient– Use of setting to set priority or bypass triage– Time based document routing

Setup alerts to assist your team with the workflow• “A world of too many alerts”

Groups and users

“I love everything about DocuTrack – We could never go back to the old ways of handling paper.”“I love everything about DocuTrack – We could never go back to the old ways of handling paper.”

Quote from Client




Forms• Design your forms – it is the image of the Pharmacy

– Name the forms so they easy to identify

• Use of barcode– Use barcode in document import rules

• Population of the forms– Know which fields you can populate from your Pharmacy System

“My Pharmacists love to use forms. No more printing. Saves me lot of paper.”“My Pharmacists love to use forms. No more printing. Saves me lot of paper.”

Quote from Client



Once you have designed your DocuTrack; keep it up to date

Update your workflow to meet your current operations needs

Keep the workflow clean

Update your sources• New: update from the document tab

Review your black hole reports and folder

Use the new features

“I really, really, really wish we had purchased this program YEARS ago.”“I really, really, really wish we had purchased this program YEARS ago.”

Quote from Client


Take full advantage of all the features

DocuTrack is not only a document management system but it is so much more…

Documentation of all communications

Origin, date, time of fax

Staple and un-staple

Annotations• Standardize your annotations by job functions

– New – sticky note colors

• Use “Add Reply”

“It took the paper and pen away.”“It took the paper and pen away.”

Quote from Client




Search• Wild card, “and not”, “and”

Use the different sort options• Multiple new options in the document list pane




History on every document

Automatic refill barcode submission to the Pharmacy System

Standardization of forms• All forms - easy access to all staff members

Delivery manifest associations using barcodes• Delivery Manifest Reconciliation Report – only for some PIS

“Efficiency – We can do a lot more with less.”“Efficiency – We can do a lot more with less.”

Quote from Client




Hotkeys for quick navigation within DocuTrack

Multiple document tabs

Move multiple documents at a time

Fax one document to multiple numbers

Blast Fax• Efficient faxing to a group of Facilities

• Name for the group should be easy to identify – e.g. 6 PM Run Facilities




Reports• Use as a management tool

– Association count by user– Association count by user and document type– Documents received per hour– Number of unedited documents– Black Hole reports:

» Workflow Omissions» Search Folder Filter Summary» Group Filter Summary


Integrate DocuTrack with your Pharmacy

Don’t think of DocuTrack as a separate system from your Pharmacy System

Choose the best processes and workflow for your Pharmacy

Add workflow for documents that are not orders• IV Patients

• Controlled Medication Prescriptions

• Others

Available interfaces with DocuTrack• Consistency - one system for all your orders and documentation


Return on Investment

Tangible and Intangible savings

DocuTrack’s workflow and integration to your processes

Pharmacy staff will be more efficient – more productive• Redistribution of FTEs

• Allow more growth with no FTE increase

Increase customer satisfaction• Runs leave on time

• Less missed orders

• Better response time on questions or issues

Quote from Client

“We have grown from 1000 to 6000 beds in 3 years and could not have done it without DocuTrack.”“We have grown from 1000 to 6000 beds in 3 years and could not have done it without DocuTrack.”




Order entry and Pharmacists• Focus on orders to be entered and/or verified

• Better customer service, resolution in one phone call for most cases

• No paper fax to sort, distribute, re-distribute, copy and/or file, not once but multiple times

• No going to the fax machine

• Quick and easy retrieval of documents. No searching for paper documentation to find resolution and therefore have better outcomes.

Quote from Client

“No more foot traffic just to get the work done.”“No more foot traffic just to get the work done.”




Prescription requests tracking

Delivery Manifest• Efficient and auto association for quick and easy retrieval

Medical Records

Inventory/Purchases• Owed process

Office supplies and equipment

Quote from Client

“Now when nurses calls to ask if we delivered an order, we have an immediate answer for them.”“Now when nurses calls to ask if we delivered an order, we have an immediate answer for them.”




Business Office• Better management and follow up

• Business and insurance forms

• Statements/invoices

• Account payables

• EOM reporting

• Contracts

Audits

• Quick and easy search for documents

• Better audit results


Summary

DocuTrack:

Is a tool in the Pharmacy Commitment to Quality

Is a tool to provide Patient Care

Is a tool to help the Pharmacy provide excellent customer service.

Is a tool to help navigate the waters of audits, reimbursements, inspections, prescriptions, rules, regulations and other areas.

Quote from Client

“DocuTrack documentation just saved a large skilled facility from hanging us out to dry and terminating our contract for errors when we could prove that the errors were not on our side but on the facility staff.”

“DocuTrack documentation just saved a large skilled facility from hanging us out to dry and terminating our contract for errors when we could prove that the errors were not on our side but on the facility staff.”


When you return to the Pharmacy…

Perform an assessment

Do you think there is room for improvement?

Are you using all the features that will enhance your efficiencies and quality in the Pharmacy?

Does the staff know about the new features in DocuTrack, are they using them?

Is the staff printing paper?

Is there manual faxing?

Have you reviewed your Black Hole reports?

Create a Zero Association folder


DocuTrack, DeliveryTrack, Logix, Fax DR, ICFS, Nextra

Resources:

User group meetings

Newsletters

The Learning Center

Account manager

Sales team

Client Services

Integra’s consulting services


Thank You

© Integra 2014 / Page 1 Maximize your investment Evelyn Beach, RPh Date: January 21-23, 2014.

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