1. s
Konica Minolta Helps Chicago-based Healthcare Provider Move
to Electronic Health Records
O F F I C E S Y S T E M S A N D A P P L I C A T I O N S
Perakis, Resis, Woods and Associates
Schaumburg, IL
www.prapsych.com
PERAKIS, RESIS, WOODS AND ASSOCIATES
INDUSTRY: Healthcare
PRODUCTS AND SOLUTIONS:
• bizhub®
C25 All-In-One Printer
• bizhub 652 Black & White Multifunction Printer
• bizhub 552 Black & White Multifunction Printer
• Fujitsu ScanSnap N1800
• Fujitsu fi-6130
• NSiTM
AutoStore®
BACKGROUND Perakis, Resis, Woods and Associates (PRA) is a psychiatric and psychological services
provider in the suburbs of Chicago. Like many physician practices, PRA faces an ever increasing number
of compliancy regulations, while at the same time facing reduced reimbursement. To stay competitive,
profitable and maintain their focus on delivering quality patient care, PRA recognized the necessity of
investing in technology solutions to improve workflow efficiencies and make the practice of medicine easier
on staff and friendlier for patients.
As a Medicare provider, PRA recently invested in Electronic Health Record (EHR) and e-prescribing software
from RxNT to meet Medicare and “meaningful use” guidelines. For PRA, e-prescribing was the first phase in
the office’s long-term strategy to move toward a fully electronic health record system.
With six out of ten doctors on staff traveling between PRA’s three offices, some doctors had to carry a 50
pound suitcase to transport files between offices. PRA knew that moving to electronic medical records would
eliminate this problem and help simplify the management of patient records across all its offices.
PRA initially began the process of scanning records to email. However, its existing scanners often missed
a page, which meant staff had to double check files and redo them. With its office equipment lease
expiring, PRA decided to evaluate new equipment and software to enable its move to electronic records.
Key requirements for PRA were scanning accuracy and integration with its existing billing software, Synergistic
Office Solutions (SOS), and RxNT EHR for online management of medical records.
SOLUTION Out of three vendors PRA evaluated, Konica Minolta Business Solutions
U.S.A., Inc. (Konica Minolta) with the help of its EnvisionIT for healthcare partner, Notable
Solutions (NSi), was the only company to demonstrate a live working solution where a
medical record was scanned and uploaded directly into RxNT. While the demonstration was
only a prototype, it allowed PRA to envision how the process could potentially work in their office
and was the deciding factor in their selection of Konica Minolta.
With Konica Minolta’s EnvisionIT for healthcare offering, PRA implemented NSi™ Autostore®
and a combination of eight Fujitsu ScanSnap N1800 and Fujitsu fi-6130 scanners and six
Konica Minolta bizhub C25, bizhub 652 and bizhub 552 multifunctional products (MFPs –
print, copy, fax and scan all in one system). This networked solution was implemented
across all three of PRA’s offices to handle its printing, copying, scanning and faxing needs.
•Moved from paper to Electronic
Health Records (EHR)
• More informed decision making by
on-call doctors
•Reduced the time required for
scanning and uploading documents
• Virtually eliminated user data entry
errors when scanning
• Simplified the EHR process
• Integrated billing, EHR and document
capture software
• Eliminated the need to transport
medical files between offices
• Saved $4,500 by eliminating
individual fax lines and machines
RESULTS
bizhub 552

2. With AutoStore integrated directly into the Fujitsu scanners and bizhub MFPs, PRA can now scan and
route documents directly from the control panel of their office equipment to SOS or RxNT.
Before the solution could be implemented, PRA had to ensure that its billing and scheduling software from
SOS would integrate with RxNT. Integrating these two systems guaranteed that patient information and
IDs would be the same. This saved time as PRA did not have to re-enter the demographic information of
patients (patient metadata) into RxNT.
With the initial Konica Minolta and NSi implementation, PRA’s office staff could accurately scan in
documents and upload them to RxNT or SOS. However, the process took multiple steps with staff needing
to enter five or more different patient identifiers on the scanner or MFP keypad. If a user mistyped a
response, the system would automatically create a new patient file leading to errors.
PRA needed to simplify the process and worked with Konica Minolta and NSi to customize the
overall solution so that staff only needed to enter the patient ID number into the keypad of the device.
Once entered, the patient’s information would appear and the user could quickly verify the correct patient
information. In order to do this, NSi created a custom code for PRA that was essential in the
implementation’s success.
Today, all PRA offices are networked and staff can quickly scan documents into the
cloud-based RxNT system directly from the MFPs or scanners in just a few clicks. Using
preconfigured menus from NSi, a user types in the Patient ID number and selects the appropriate
document category from a drop down menu. These preconfigured menus maintain consistency across
all PRA offices and eliminate errors. This new simplified process now takes staffers 90 seconds to scan
in documents compared to five minutes previously.
Both the Fujitsu scanners and bizhub MFPs have also been configured to ensure that information remains
secure. The devices require passwords that correspond to a user’s permission level. For example, only
doctors and select office personnel can send e-prescriptions. The control panels on the devices have also
been configured to ensure that users cannot scan and fax information at the same time. As a result of
the Fujitsu scanners and bizhub MFPs, PRA has eliminated its individual fax machines and expenses at a
saving of $4,500 annually.
The move to an electronic forms printing solution has also helped reduce PRA’s paper and ink expenses.
Forms can be printed by patients in advance or at the office and scanned back into the EHR system once
they have been filled out. This new process means that PRA no longer needs to incur additional expenses
of ordering or storing three-ply paper forms. As a result, PRA estimates they will save more than $1,500
annually in paper costs.
BUSINESS IMPACT For PRA, Konica Minolta’s ability to deliver a complete working solution with
hardware and software demonstrated their commitment to the project – even in the RFP stage. The
Konica Minolta and NSi sales team worked with PRA to understand their needs and helped PRA through
every step of the implementation and integration with RxNT, and SOS.
With Konica Minolta EnvisionIT for healthcare, PRA implemented a solution that combined industry
leading hardware and healthcare specific solutions. PRA is able to work smarter and more
efficiently with integrated workflow solutions designed and supported by Konica Minolta.
Today, PRA is now in the process of making all their patient records electronic. They have completed the
process for three of their traveling doctors. Today, these doctors only need to carry a small backpack
between offices and can view all their patient records on their laptop, iPad or iPhone.
The ability to view patient records on tablets and smartphones has also helped PRA doctors make more
informed decisions when responding to patient calls during off hours. The doctor on-call no longer needs
to rely solely on what the patient is telling them. They can quickly pull up a patient electronic record to
view the latest notes or prescription to make a more accurate and informed decision.
The selection of Konica Minolta with NSi AutoStore has helped fulfill PRA’s mission statement to be more
clinically comprehensive and responsive as a result of having EHR; as well as increased their ability to
provide exceptional patient care.
PERAKIS, RESIS, WOODS AND ASSOCIATES
Konica Minolta Business Solutions U.S.A., Inc. (www.kmbs.konicaminolta.us), a leader in advanced imaging and networking technologies for the desktop to the print shop, brings together unparalleled advances in
security, print quality and network integration via its award-winning line of bizhub®
multifunction products (MFPs); bizhub PRO production printing systems; magicolorTM
desktop color laser printers and all-in-ones;
and pageproTM
monochrome desktop laser printers and all-in-ones. Konica Minolta also offers advanced software solutions, wide-format printers, microform digital imaging systems, and scanning systems for
specialized applications. Headquartered in Ramsey, NJ, Konica Minolta delivers expert professional services and client support through an extensive network of direct sales offices, authorized dealers, resellers and
distribution partners in the United States, Canada, Mexico, Central America and South America. Konica Minolta is a trademark of Konica Minolta Holdings, Inc. All other trademarks mentioned in this document are the
property of their respective owners.
bizhub C25
bizhub 652