OpenText - Integrating Fax with Your EMR System


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Many healthcare organizations need to share protected health information with other providers, labs, pharmacies, and insurers. During the transition from paper to electronic data you need to be able to share information in an efficient and compliant manner. Software-based fax solutions can integrate with EMR/EHR systems and multi-function printers to provide sharing of both electronic and paper records. This webinar will focus on how enabling faxing from within EMR/EHR systems can improve productivity, security and HIPAA compliance.

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  • The University of Kansas Hospital is one of the US’s leading academic medical centers. The hospital provides clinical experience and residency positions for students using a multidisplinary approach to patient care. Nationally ranked in US News Best Hospitals for 2011-2012 for Cancer, Cardiology & Heart Surgery, Ear Nose & Throat, Gastroenterology, Nephrology, Pulmonology specialties and #1 for Kansas City Missouri
  • To manage the weekly transfer of thousands of medical files, they relied on dozens of fax machines, multi-function devices, and fax servers. Different faxing methods across the organization created lots of challenges. Including services delays, labor intensive security, costly supplies and hardware and lacked integration.
  • OpenText - Integrating Fax with Your EMR System

    1. 1. Integrating Fax with Your EMR System
    2. 2. Agenda 1 2 3 4 5 Fax in Healthcare – Still going strong Alternatives to paper-based faxing Integrating Fax and EMRs OpenText Fax Solutions Q&A + Next Steps OpenText ©2013 All Rights Reserved. 2
    3. 3. Fax in Healthcare – Still going strong 61 percent of doctors said that the fax machine is their predominant means to share information with other doctors - Markle Survey on Health in a Networked Life 2010, Jan 2011 Fax is the primary form of communication for 63 percent of physicians - 2012 National Physicians Survey, Oct 2012 OpenText ©2013 All Rights Reserved. 3
    4. 4. Why Is Fax Still Relevant In Healthcare?  The fax can communicate complex information in human readable format. Text and diagrams, and handwritten notes are all handled well  It is a ubiquitous capability that can be added to any office. The technology is used for many purposes so the allocated cost for clinical information sharing is close to nothing  It involves only two parties: the sender and the receiver 4 OpenText ©2013 All Rights Reserved. 4
    5. 5. Why Is Fax Still Relevant In Healthcare?  The transmission itself is reasonably secure. HIPAA does not impose encryption requirements on information sent over a switchable network  There are no complications associated with verifying the trust relationship between the sender and receiver. That happens off-line  There is no time-consuming and difficult to understand overhead to maintain security keys OpenText ©2013 All Rights Reserved. 5
    6. 6. Why Is Fax Still Relevant In Healthcare?  Every fax machine in the world is directly addressable with a simple number  It works well in mixed modes, where some providers have integrated IT systems and others have no integration or no clinical IT system  Fax can easily be integrated into IT systems both for outgoing and incoming messages “Fax is the standard to beat.” Wes Rishel, vice president and distinguished analyst in Gartner's healthcare provider research practice OpenText ©2013 All Rights Reserved. 6
    7. 7. Survey of 96 Health IT Professionals – Conducted November 2013 OpenText ©2013 All Rights Reserved. 7
    8. 8. Survey of 96 Health IT Professionals – Conducted November 2013 OpenText ©2013 All Rights Reserved. 8
    9. 9. Survey of 96 Health IT Professionals – Conducted November 2013 OpenText ©2013 All Rights Reserved. 9
    10. 10. OpenText ©2013 All Rights Reserved. 10
    11. 11. An alternative to fax machines OpenText ©2013 All Rights Reserved. 11
    12. 12. Fax machines vs. fax software and services Fax Machines Fax Software and Services  Must purchase fax machines or add costly fax kits to MFP devices  Hard Dollar ROI: Eliminates MFP fax kits, legacy fax machines, dedicated phone lines  Need to run phone lines to all fax devices  Consolidate phone lines at the Fax Server  Limited ability to include fax in VoIP network  Easily fax in a VoIP environment  No consolidated audit trail or fax history  Compliance & Security: Centralized fax tracking & reporting  High IT management and support costs  Reduces IT management costs and overhead  No integration to software applications  Integrate into software applications OpenText ©2013 All Rights Reserved. 12
    13. 13. Benefits of integrating fax and EMRs  Improved Productivity  Inbound routing to correct recipient (no manual delivery)  Fax from application without printing  Cost Reduction and Recovery  Reduce paper use  Eliminate stand-alone fax machines and support costs  Assign costs to departments  Fax Security and Compliance  Centralized reporting and auditing  Route faxes directly to recipient’s email box – no need to physically secure fax machines OpenText ©2013 All Rights Reserved. 13
    14. 14. Range of integration methods  Print-to-fax drivers – fax via print option in applications  Generate XML fax instructions with electronic files for faxing – automatically picked up by fax software  Integration tools – developed by fax software and services providers  APIs  COM  Web Services  Programming Language Specific (C++, Java, etc.) OpenText ©2013 All Rights Reserved. 14
    15. 15. Where do fax software and services fit in healthcare? The Role of Fax Servers in Improving Productivity Today in the Uncertain Shadow of the Electronic Hospital, IDC Health Insights, November 2010 Fax servers offer significant potential to deliver value today and support the transition to the fully electronic hospital:  Improved compliance  Reduced paper generation  More efficient sharing of information between departments  Automated request and bill management OpenText ©2013 All Rights Reserved. 15
    16. 16. RightFax  On-premises software using either your telephone equipment or cloud-based transmission  Send and receive faxes as electronic messages directly from email clients or desktop application  Your IT staff controls security and distribution of faxes  Multiple routing options exist  Optional encryption module stores all faxes on server in encrypted format  Extensive integration options with HIS and EMR systems  Highly scalable with extensive Disaster Recovery/High Availability options OpenText ©2013 All Rights Reserved. 16
    17. 17. RightFax integration with health information systems OpenText ©2013 All Rights Reserved. 17
    18. 18. EasyLink  Cloud-based enterprise fax service  Requires no fax machines, no servers, no telephone equipment, light IT management  Send and receive faxes as electronic messages directly from email clients  Instant scalability with no busy signals  Routes information securely – with auditability  Web services API supports integration  Features supporting HIPAA compliance  HIPAA Viewer Option: restricts OpenText from viewing any PHI  Encryption at rest and In-transit: symmetric 128-bit AES encryption with encryption keys rotated every 30 days  Immediate Document Deletion: documents are removed as soon as a fax job is completed  Encrypted Archiving: documents are archived with encryption enabled  No Archive Option: customer has the ability to choose not to archive fax documents OpenText ©2013 All Rights Reserved. 18
    19. 19. Success Story Highlight  Founded in 1906  More than 500 physicians  More than 1900 nurses (RN & LPN)  More than 4500 employees  606 licensed beds  More than 25,000 admissions annually  Nationally ranked hospital* OpenText ©2013 All Rights Reserved. 19
    20. 20. Success Story Highlight  They successfully integrated RightFax with its EPIC EHR system to meet HIPAA compliance regulations protecting PHI.  Previously printers and fax machines could not be left unattended, now inbound documents containing PHI are electronically transmitted to their EHR system and only authorized staff has access to those documents “RightFax really eases this process (availability of medical transcriptions) and helps us ensure the latest transcribed report is on their (physicians) desk in a timely fashion.” Keith Anetsberger System Administrator OpenText ©2013 All Rights Reserved. 20
    21. 21. Why OpenText? Fax Solutions for Healthcare • Over 25 years of experience in Enterprise Fax Solutions • #1 Enterprise Fax Server vendor* • #1 Enterprise Cloud Fax service** • Over 10,000 systems in use with Hospitals & Clinics worldwide • Global leader in Enterprise Information Management (EIM) Computer-Based Fax Markets, 2012-2017 (Davidson Consulting)* Fax Service Markets: 2012-2017 (Davidson Consulting)** Slide 21 OpenText ©2013 All Rights Reserved.
    22. 22. Learn More… Phone:1-800-304-2727 Email: Website: Community: Twitter Handle: @OpenTextIX OpenText ©2013 All Rights Reserved. 22