DOCUMENT DELIVERY IN HEALTHCARE
Document Delivery in Healthcare …….………………….. Why Use a Fax Server? …………………………………….. HIPAA Compliance for Fax Communications …………… Fax Server Applications in Healthcare ………………….. Biscom’s Partners in Healthcare Technology ………….. Conclusion …………………………………………………….. Need More Information? ……………………………………..
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Likewise. fax is a point-to-point communication from the sender to the recipient.
Information delivery must be reliable
The nature of the healthcare industry puts an extra emphasis on the reliability of information delivery. This means that communications will not be delayed due to lack of available equipment or expertise. As an email message travels from its sender to its recipient. In contrast. healthcare organizations can electronically send.
Why Use a Fax Server?
Healthcare organizations. and treatment recommendations.
Information delivery must be fast
Communications involving patient care. Network faxing eliminates concerns about conﬁdentiality. Likewise. patients. archive and manage patient information securely and conﬁdentially. and also to and from healthcare software applications. Fax is also a ubiquitous technology that is easy to use and available almost anywhere. efﬁcient dissemination of lab test results directly impacts patient care. Information delivery in healthcare has several fundamental requirements:
Information delivery must be secure
Fax is often used by healthcare organizations to disseminate information because it is a secure means of communication. service providers and plan administrators are under strict requirements to guarantee the security and privacy of individual’s health information. healthcare providers and insurance companies. With a fax solution consisting of fax server software and intelligent fax boards. As it leaves the sender’s environment. are especially time-sensitive as they relate directly to the patient’s well-being. With network faxing. prescription requests. along the way it is typically processed by multiple email servers in the public domain. Unlike email. delivery of claims and other billing documents is critical to the ﬁnancial well-being of healthcare providers. A network fax server enables efﬁcient electronic delivery and receipt of documents to and from a user’s workstation. pharmacies. For example. to standardize the electronic transmission of health information and to reduce administrative costs.
. laboratories. fax cannot be inadvertently buffered or delayed due to inadequate bandwidth or other such issues. The timely and reliable distribution of this information is critical to heath care organizations and their clients. It is critical that such information be delivered as quickly as possible. it simultaneously arrives at the recipient’s environment. volumes of critical information are sent to and from doctors. such as test requests and results.2
Document Delivery in Healthcare
Each day. a laboratory communicating test results must have complete conﬁdence that their communication is sent without error and received in full at its destination. nor is the data in the transmission ever stored anywhere other than with the sender and recipient. Each one of these servers provides and opportunity for unauthorized access. Fax is an ideal mechanism for this delivery because it is a point-topoint communication. Fax transmissions cannot be maliciously intercepted. A doctor ordering treatments must have complete conﬁdence that the request will be delivered clearly and promptly. sensitive patient information no longer sits out in public view on walk-up fax machines because faxes can be routed directly to user’s desktop or to third party secured applications. receive. security and delivery conﬁrmation.
fax also provides another substantial beneﬁt in that it is a transport mechanism for HIPAA compliant document communications. As well.
Communicate with business associates and others in a safe environment
(45 CFR 160. An integrated fax server solution allows an organization to integrate faxes directly into the processes and applications that produce documents and output data that needs to be delivered.
Readily create user audit trails
(45 CFR 164.3
Network faxing with a fax server solution is one of the most highly secure mechanisms for transmitting important and conﬁdential information. to whom it was sent. Ensuring that communications are secure and reliable enables better business practices and offers peace of mind. Unlike email.
Authentication and integrity controls ensure accurate delivery of uncorrupted documents
(NPRM 45 CFR 142. there is no risk of the fax lines being used to facilitate unauthorized access to an organization’s data.502(e) Communicating with patients.
. reliable and efﬁcient means of document or information delivery. as well as all of the details of the transmission – when it was sent. such as billing records.
HIPAA Compliance for Fax Communications
In addition to providing a secure. Some of the HIPAA requirements met by fax technology include:
Protect the integrity of and access to protected health information
(45 CFR 164. viruses cannot infect a fax and therefore delivery of uncorrupted documents is ensured.the fax boards only allow for the transfer of fax images using the T. and so on. by whom it was sent. This greatly reduces the vulnerability of the data while also increasing communication efﬁciency. a fax server solution can conﬁrm that a fax was successfully received at its destination.502) Protected health information (PHI) and other sensitive information. providers and payers is easy to do with a fax server as nearly all organizations utilize fax.502) HIPAA requires that an inventory of communications (as well as a full history of their transmission) be maintained and available upon request. Intelligent fax boards do not have any data exchange capability .30 fax communications protocol. A fax server solution can store a record of every fax that was sent or received.308) Documents are delivered in a secure environment and are maintained in their original format with a fax server solution. A fax server solution can create a fully paperless or nearly paperless environment for sending and receiving information. can be communicated to and from your organization securely via a fax server solution. In other words. associates.
NC support over 100. Mercy uses a FAXCOM Server to centralize and consolidate fax communications across their multiple sites.” With its FAXCOM Server implementation. so we turned to a fax server solution.all at a lower cost.” says Steve Walker. Biscom’s FAXCOM system is the best thing since sliced bread.
Communicating lab results at Mercy Health System
With the massive amounts of sensitive information that they handle and the timeliness with which it needs to be disseminated. The medical records staff also uses FAXCOM CV to fax medical records to other physician’s ofﬁces and to insurance companies.” The FAXCOM Server implementation provides a cost-effective solution that allows Mercy to act as a central hub for patient billing. doctors and nurses complained that faxing a prescription took too many steps. Administration of the system is very simple and the support has been absolutely excellent.6. “We started looking for a permanent [fax] solution so that we could centralize our divergent systems throughout our various departments. TX) uses Biscom’s FAXCOM Clinical Version (CV) to send faxes from within the GE Centricity EMR application. “Biscom was one of the few that was up to the task and provided the best overall solution. but that presented accountability and tracking issues.
Dissemination of healthcare information in Craven County
The health information ofﬁces in Craven County. Information used to be sent to healthcare professionals via US Mail. “Before we moved to Centricity 5. Mercy Health System of Southeastern Pennsylvania manages a network of four major hospitals in the greater Philadelphia area.” says Jenni Patteson. lab results and back ofﬁce communications via fax.
. “Now they do it in two clicks . The competitive advantages we gain with FAXCOM are the horsepower and ﬂexibility of the system. and reports that FAXCOM CV enables them to deliver information faster and more reliably than with paper fax machines . The physician and nursing staffs at Panther Creek use FAXCOM CV to fax prescription requests directly to pharmacies instead of printing them out and then faxing them. Craven County solved these issues by implementing a FAXCOM Fax Server to automate dissemination of information via fax.4
Fax Server Applications in Healthcare
Prescription ordering at Panther Creek Medical Center
Panther Creek Medical Center (The Woodlands. IT Administrator at Panther Creek. who handles IT network administration for Mercy.000 people and serve as the central repository and dissemination point for healthcare information throughout the county.and they love it!” Panther Creek sends around 150 faxes each day. today’s healthcare providers face unique communications challenges. “ explains Wanda Sandele. We learned the hard way that a traditional fax machine isn’t built for speed and volume. “but we discovered that most of them don’t use it . radiology.they like fax for communicating. “We were considering email to send information to our medical centers and doctors’ ofﬁces. Craven County now has in place a reliable way to keep all of its medical personnel informed of health issues in a timely manner. Craven County Health Director.
Delivering radiology results at Intermountain Healthcare
Intermountain Healthcare (IHC) is a network of community hospitals and clinics throughout Utah. Many of their missioncritical clinical and IT systems are developed in house. “Fewer hardcopy faxes helps dramatically with patient conﬁdentiality. Paper is eliminated and data tracking is enhanced. they turned to the experts at Biscom and Biscom’s partner Transaction Innovation Corp. while pharmacies have sought the capability to review. Our new Biscom/TIC solution is a lot faster – there are virtually no fax queuing backlogs even though we’ve increased our outbound fax volume.000 fax pages per day. Physicians submit research requests for information on healthcare issues. Biscom’s FAXCOM Server.
Processing medication orders at St. track and expedite orders more efﬁciently. Biscom and McKesson automation have integrated their technologies to automate the communication of medication orders through document management and computer-based faxing. Hospitals have needed a system to provide the accuracy. MIS Director for St. and ordered from the pharmacy by nurses are now received through the fax server system. the need for paper faxes. “Our previous fax system wasn’t as responsive and there were fax queuing issues. Hospitals have traditionally used labor-intensive methods such as pneumatic tube systems. hand delivery and hard copy faxing to deliver correspondence between departments. and provides the pharmacy with a record of all transactions. where they can be viewed electronically. enabling more healthcare information to be disseminated more rapidly. IHC has cut its fax transmission time in half. but when it came time to automate the faxing of radiology results. solves both problems. these are faxed directly to the doctor’s ofﬁces. clinical systems technical analyst for IHC.” explains David McCann. (TIC). When searching for a fax server solution to fax radiology reports and transcription annotations.
Communicating and tracking medication orders with McKesson
Hospitals have been searching for a new system to replace the antiquated methods used to communicate medication orders from nursing stations to pharmacies. Francis also uses the FAXCOM Server. When the research department obtains the answers. Bryce Thompson.” IHC’s 15. looked for a solution that would be reliable and cost-effective. “We’ve implemented Biscom’s FAXCOM Fax Server throughout our entire organization. and efﬁciency is greatly enhanced as electronic faxes can be delivered straight to recipients computer desktops. eliminating about half of our fax machines. With the new FAXCOM implementation.” The research department of St. Francis Medical Center
The FAXCOM Server system at St. Francis. in conjunction with McKesson’s MedDirect application. The FAXCOM solution circumvents the need for scanners and enhances document image storage and viewing in high-resolution TIFF and PDF formats. and in part. This provides a secure and paperless process for medication ordering and fulﬁllment.000 fax users send 3. notiﬁcation and prioritization of orders for new medications generated from the nursing stations. Medications prescribed by physicians. Francis Medical Center has greatly improved conﬁdentiality and efﬁciency in patient care. This ensures that the orders are conﬁdentially received and processed. Each request and response is reliably tracked and recorded in order to meet internal requirements. MedDirect uses FAXCOM’s imaging technology to deliver clear medication orders from nursing stations to the hospital pharmacies via fax. providing a secure and efﬁcient transmission.
scheduling. and retrieval of paper documents in electronic form.
Kryptiq’s DocuTrak document management software is an enterprise-level digital imaging solution that integrates directly with existing health information systems and manages batch scanning.
Misys Healthcare Systems
Misys Healthcare Systems delivers enterprise clinical management with a computerized patient record (CPR) solution that works the way clinicians work—allowing them to save time. Biscom’s FAXCOM Server. and gives pharmacies the capability to review.
Biscom and McKesson automation have integrated their technologies to automate the communication of medication orders through document management and computer-based faxing.
The FAXCOM solution integrates with GE Healthcare’s Centricity EMR application.
. high-performance. Automatic faxing through the FAXCOM Server provides a secure and efﬁcient means of communicating data. management and forms processing products. manage information and improve patient care. Together. indexing. storage. The robust Application Programming Interfaces (APIs) supported by FAXCOM Server make it easy to fax enable any application or process. track and expedite orders more efﬁciently.
Encore Imaging Systems is a value added reseller of document capture. notiﬁcation and prioritization of orders for new meds generated from the nursing stations. in conjunction with McKesson’s MedDirect application. Its results-reporting capabilities and PC-based Radiologist Workstation help radiologists work more easily and effectively. information system that manages specimen data from requisition entry through specimen tracking to ﬁnal cumulative report production. Biscom and Encore Imaging enhance the functionality of EMR applications such as GE Centricity. Integration of FAXCOM Server with DocuTrak enhances the archiving and tracking of fax communications. patient tracking. Encore specializes in providing complete document capture and management solutions for healthcare organizations. One of the most critical features of this integration is the capability to automatically fax prescription requests to pharmacies from within the Centricity EMR application. Misys Laboratory is a comprehensive. image management and transcription.
Siemens Medical Solutions
Siemen’s NOVIUS Radiology solution enables staff to streamline radiology registration. FAXCOM Server integrates with Misys CPR and Misys Laboratory to conveniently fax out data from either application. and allows inbound and outbound faxes to be integrated seamlessly into EMR and other applications. enables the accuracy.6
Biscom’s Partners in Healthcare Technology
Biscom’s FAXCOM Server solution is integrated with the applications of many leading providers of healthcare technology solutions.
Chelmsford. Inc.com or by calling 1-800-477-2472. MA 01824 p: 800-477-2472 f: 978-250-4449 email@example.com You can also ﬁnd more information on our products and our services online at www. All other registered trademarks or trademarks are the property of their respective owners.biscom. please contact us. meet regulatory requirements and save money. FAXCOM is a registered trademark of Biscom. • Fax servers improve your communications processes. easy-to-use and ubiquitous technology. All rights reserved.biscom. accelerate their workﬂows.com
© 2006 Biscom. • Fax servers provide reliable and secure information delivery that addresses HIPAA compliance requirements. Brian Kilduff VP of Sales 978-367-3554 bkilduff@biscom.
Need More Information?
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Fax servers are particularly well suited to the information delivery requirements of the healthcare industry and can help healthcare organizations improve their processes. • Fax is a familiar. Speciﬁcations subject to change without notice.