Connecting people with the right information is essential. That information must be accessible, secure and reliable. And its delivery must support the way your organization works
It’s about integrity. In paper-based offices, accessing files can be labor intensive. Folders are often stored in backrooms and can only be viewed by one person at a time. If they’re not there, more time is spent tracking them down. After awhile, paper files lose integrity–sheets of paper get lost, misplaced, damaged, or fade. Moreover, they occupy precious space that could be used for more important purposes.
Regardless of your work processes, Aquarius has solutions, each built to be user-friendly and for swift installation, allowing you to create efficiencies across your organization. Easily capture, search, process, and track documents and information in any office procedure, including Medical, Accounting, Human Resources, Banking, and Government offices.
A 16-employee billing company was running out of space due to file storage. They researched scanning solutions and decided on Aquarius because of the Web.SCAN remote capture capability.
Five of their largest clients have been set up to remotely scan their daily batches using Web.SCAN. Preprinted barcode sheets identify the work and send it to the appropriate billing clerk for data entry from a second flat panel monitor dedicated to the images.
Since installing Aquarius and Web.SCAN, this company has stopped filling file cabinets, sped up the revenue cycle, provided better customer service to their clients, and become more HIPAA compliant. Any employee can access any document from their desktop.
An 80-employee medical billing company had a 15,000 sq.ft. building, half of which was dedicated to file storage. With more than 10 record storage boxes worth of new documents coming in each day there was no end in sight. Aquarius was installed in September 2001 and the incoming stream of paper that needed to be filed was stemmed. Patient charts and EOB's are scanned daily into the system daily. Charts are logged in to their billing system and assigned a chart number which is printed on a label in barcode format. Files are routed through data entry and forwarded to the records department for scanning. Aquarius scans the chart and indexes it by the barcode information automatically.
EOB's are scanned in batches by client and by posting date. All pages are OCR'ed (converted from an image to searchable text).
Researchers can pull up a chart in seconds by entering the chart number (referenced in their billing system). EOB batches can be located quickly by the client and posting date (also available in their billing system). The full text search feature allows quick access to the exact page within the EOB batch.
Since beginning scanning they have recovered 1/2 of the space previously used for records and converted it to space for more billers and customer service agents. They currently have over 130 employees in the same building.
A three-employee billing company operating out of their home was running out of space. They were adding paper files at the rate of more than 300 pages per day and would soon have to store files off-site. With concerns over the security and disaster preparedness of their filing system they began looking for a solution. The installed Aquarius in August 2002 and emptied out the extra bedroom that was over-run with files. They have since added two additional employees and are continuing to add clients without the need to relocate or rent additional office space.