The Hands-Free Business Office

Healthcare Automation: Revolutionizing How You Work

The Hands-Free Business Office

Key Topics

3© 2016 Boston Software Systems |

• What sets us apart?• Challenges in today’s business office• Benefits of workflow automation• Where to use Automation• Automation success• Steps for preparation & implementation• Closing thoughts & questions

Key Topics

What sets us apart?


• Workflow automation platforms• Pioneers of automation• Largest customer base: Hospitals & Partners• Market Leader• Global presence

Boston Software Systems


• Leading workflow automation platforms• Works when other approaches will not• Does not require vendor involvement• Speeds implementation time• Reads, writes, and reacts to application screens

• Build interfaces• Automate manual tasks• React to and control end user activity

Boston WorkStation

Challenges, Benefits and Solutions


• Ever changing requirements• Only so many minutes in a day• Data entry error rates range from 4 - 23%• Inflexibility to adapt to a customized workflow• Competition for qualified resources

Business Office Challenges


• Improves operational efficiency• Manages changing business requirements• Ensures maximum productivity• Frees up (human) resources• Provides flexibility to customize workflow• Eliminates data entry errors• Reduces reliance on highly qualified resources

Seven Benefits of Automation


• Automating manual workflow leads to operational efficiency

The Hands-Free Business Office

• Real-time Admissions, Discharge, Transfers

• Insurance Eligibility• Insurance Verification• Admissions Checking• Payroll Data/Benefit

Updates• Remittance Posting• 3rd Party Collection

Postings

• B/AR Updates• General Ledger Updates• Excel Uploads• Third Shift Operations• Data Entry/Re-keying• Daily/Monthly Closing• Payroll/HR/Financials• Data Dictionaries


• Challenge• Update critical business processes following a

system upgrade• Solution

• Automate Bad Debit Reporting, Denial Notes Posting, B/AR Exceptions and a mass Vendor Data Upload

• Results• Maintained operational efficiency during a major upgrade• Achieved significantly greater efficiencies and cost savings

from automated workflows

Business Office SuccessCustomer: A leading East Central Florida hospital, consistently receiving top ratings for medical specialties


• Verifying and transferring patient accountsto Bad Debt

• Mass upload of vendor data to new system• Posting denial notes to patient accounts• Collecting exception detail and emailing reports to

B/AR billers

What will you automate?

Preparation and Implementation


• Schedule time for staff/experts to walk through each, manual process

• Determine whether the automation will run in real-time or batch mode

• Decide which details to capture and upload• Source data, final requirements

• Know where results will be written in the HIS• e.g. discreet fields or in a notes field

• Plan for exceptions

Preparing for Success


• Run a Selection Report• Run a cleanser against the selection• Work the report using Boston WorkStation

Bad Debt, example


• Run reports to generate files• Automate select/automate file routines• Trigger FTP

Vendor Date Upload, example


• Watch for files to process• Pick up file and post

Denial Notes Posting, example


• Run reports• Distribute to B/AR billers via email

B/AR Exception Work Lists, example


• Begin building the process in your automation tool• Start simply and build in steps

• Login, get source data, compare data• Add logic to deal exceptions• Write data to the HIS

• Ensure staff/experts are available during the build process to answer workflow questions

• Complete the automation process with error handling to deal with unanticipated issues

• Test, Test, Test

Implementation Tips

Closing Thoughts


• Proper planning is essential before you begin• Ensure dedicated resources are available to answer

questions before and during the development process

• Start simply and then account for exceptions• Test, test, test!

Four Steps for Success

Together, wecan revolutionize

how you workThank

You!©2016 Boston Software Systems. Boston WorkStation and Boston Software Systems are registered trademarks of Boston Software Systems, Inc. All other trademarks are acknowledged to their respective owners.

The Hands-Free Business Office

Health & Medicine