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HYLAND HEALTHCARE
SOLUTIONS
Empowering Better Outcomes Across
the Healthcare Enterprise
Hyland Healthcare Solutions give your healthcare organization access to accurate, timely and
complete information, increasing quality of care and service and lowering operational costs.
“AHA’s due diligence process confirms that Hyland Software is dedicated
to delivering the best ECM solution for healthcare, supported by the
organization’s extensive technology and healthcare industry
knowledge and experience.”
- Anthony Burke, CEO, AHA Solutions
In any given department, there are documents and data not managed by a core application, which
means clinicians and staff don’t always have the information they need at the moment they need
it. This unmanaged information is known as “unstructured content” – it’s the paper, faxes, forms,
photos, images and more that come from a wide variety of sources (devices, patients, referring
physicians, etc.) and that often aren’t handled well by your EMR, HIS, billing system or ERP.
Hyland Healthcare Solutions use the OnBase enterprise content management (ECM) suite to
take your unstructured content and make it securely available from the systems clinicians and
staff work in every day. Not only that, OnBase automates redundant, predictable tasks that do
not contribute to patient care or safety.
By investing in OnBase, clinicians and staff make more informed decisions, improve patient
care and see better outcomes.
With 1,400 lifetime healthcare customers and more than 20 years of ECM experience, we listen
to our customers so we understand what they need. That’s why 98 percent of our customers
renew maintenance every year. And it’s why we are exclusively endorsed by the American
Hospital Association (AHA) and the only ECM vendor with a healthcare focus to be named a
‘Leader’ in Gartner Inc.’s Magic Quadrant for Enterprise Content Management*.
Clinical
*Gartner, Inc., Magic Quadrant for Enterprise Content Management, Mark R. Gilbert, Karen M. Shegda, Kenneth Chin, Gavin Tay, October 13, 2011.
Revenue
Cycle
Administrative
Healthcare & Enterprise Content
Management Expertise
Providing ECM with a healthcare focus
“OnBase is a giving tree that we will
go back to, a technology that you’ll go
back to and you can utilize for a whole
host of present and future needs.”
Enterprise content management (ECM) isn’t just a technology, it’s a strategy for your entire
healthcare organization. But without knowledge of the challenges the healthcare market
faces, developing a strategy that truly meets your organization’s needs is impossible.
Hyland dedicates resources solely to the healthcare market to effectively develop solutions, provide
services and support our healthcare customers. We hire industry experts (CCHIT and CCHIM
certified professionals, healthcare IT managers, CPAs, RNs, RHIAs, etc.) to better understand
the complete healthcare organization. Combine this with 1,400 lifetime healthcare customers,
and Hyland is not only an authority on ECM, but on healthcare as well. Because of this expertise,
OnBase is the first and only ECM solution endorsed by the American Hospital Association.
Dedication to managing your content
True ECM expertise goes beyond the product. ECM expertise is about understanding how to
improve a customer’s organization and its processes. With more than 20 years of ECM focus
and 10,900 lifetime customers, Hyland Software has the experience and know-how to help
your organization manage content.
Since our inception in 1991, Hyland has had one product, OnBase. With a pure focus on ECM, we
commit 100 percent of our software development to creating the broadest set of ECM solutions.
As a true enterprise solution, OnBase improves processes and decision-making in clinical,
administrative and revenue cycle departments. That’s also what helped lead Gartner
Research to name Hyland a ‘Leader’ in the Gartner Magic Quadrant for Enterprise Content
Management, 2011*.
Creating a foundation for strategic initiatives today
and tomorrow
Because documents and data are at the foundation of your strategic initiatives, your ECM
solution will be an important part of your long-term roadmap. That’s why our customers see
their ECM solution as a mission-critical, tier-one IT application.
As the only vendor that has both healthcare-specifc knowledge and ECM expertise, Hyland
will partner with you to develop a strategy that meets your needs now and in the future.
*Gartner, Inc., Magic Quadrant for Enterprise Content Management, Mark R. Gilbert, Karen M. Shegda, Kenneth Chin, Gavin Tay, October 13, 2011.
- Patrick Hale, chief technology officer
Sparrow Health Systems
Our Expertise
• More than 10,800 Lifetime customers
• Hyland was named a ‘Leader’ in the
Gartner Magic Quadrant for ECM
in 2011
• 50 percent of healthcare
organizations who achieved ‘Stage 7’
on the HIMSS EMR Adoption Model
use OnBase by Hyland Software
• Integrations with over 500 different
applications, including your EMR,
ERP or accounting systems, and
other HIT systems
An Enterprise Approach to ECM
Case Management
Provides a longitudinal view of a patient encounter across
the care continuum.
Electronic Health Record
Integrates content (paper, faxes, forms, photos, images, etc.)
with your EMR to create a complete patient record.
Revenue Cycle Management
Captures and manages data and documents and
automates payments, postings, exceptions and denials.
Accounts Payable and
Human Resources
Automates manual, paper-based processes
like invoice processing or employee reviews.
Health Information Management
Accelerates and automates deficiency completion,
coding and release of information while increasing
security of patient information.
Diagnostic Solutions
Consolidates patient information, clinical images, video,
discreet data and more to give clinicians a streamlined
reporting system with graphical analysis of findings and
physician recommendations.
Financial Close and Reporting
Delivers real-time management of close processes and
adapts to a company’s unique reporting and closing activities.
The Six Components of OnBase
The foundation of your solution
With the OnBase enterprise content management (ECM) solution from Hyland Software,
critical information and content in your organization is stored in one central location and
is easily accessible everywhere. OnBase is a single solution, but it is made up of several
different components. These components are like a framework, used to create a solution
specifically tailored to meet the needs of your organization and deploy it the way you want –
from a single department to an enterprise-wide solution.
OnBase Integrates with:
• Electronic medical records (EMR)
and other clinical applications
The modular design of OnBase provides the maximum value for your investment. You only
pay for the solutions, or modules, you need. And as your needs change, you can add OnBase
modules, including healthcare-specific solutions and integrations, to make your technology
investment grow with you.
• Enterprise resource planning (ERP)
or accounting systems
There are six components that form the framework for your OnBase solutions. Whether you
choose to deploy one or all of these components, they work to improve processes throughout
your organization.
• Human resource (HR) systems
• Many other healthcare information
technology (HIT) systems
Capture: Get your critical
information into OnBase
Store: Securely store, retain and
dispose of your documents
• Reduces physicians and staff time spent
hunting down documents
• Provides complete control over all your
documents and information
• Allows multiple employees to view the
same document at once
• Manages the security requirements
specific to the healthcare environment
and your organization
• Improves compliance by creating one
place to manage security and
document retention options
• Simplifies and automates retention and
management of documents
Integrate: Integrate OnBase with
your other business applications
• Provides clinicians with a more
complete patient record when they are
in their EMR
• Connects with your mission-critical
clinical and non-clinical IT systems and
extends their value
• Provides access to clinical and
financial content normally outside core
HIT applications
• Reduces change management
challenges and increases usage,
acceptance and physicain adoption
Access: Access your information
• Allows employees to access content
in OnBase from within their familiar
business application screens
Process: Make more informed
decisions
• Automates your processes to make
them more efficient and effective
• Improves patient services by giving users
instant access to the content they need
to answer questions on the first call
• Lets users keep processes moving from
anywhere in the world from computers,
tablets and smartphones
• Provides staff with instant access
to content and information, whether
they’re in the office or on the road
• Shows staff what content is missing so
they can proactively resolve issues
Measure: Assess and report on
the health of your business
• Increases visibility into your processes
• Provides real-time access to your
business data with interactive dashboards
• Produces reports to analyze the health
of your organization to make better
business decisions
• Creates queries that correlate data from
other systems to provide
new insights
Impact Across the Organization
Deploy ECM in the way that fits your organization
OnBase offers multiple deployment options so you have the system that best fits the needs
of your healthcare organization – on-premises or through a hosted solution. No matter how
you choose to deploy OnBase, you get the same dependable solution that serves as a tier-one
IT application across your organization.
On-premises: Deploy your solution within your infrastructure so your IT department and
internal resources can maintain and evolve it. An on-premises deployment means you can
become the in-house expert on your OnBase solution, and changes and enhancements to
your solution are at your fingertips.
Hosted: Also called “the cloud,” we deploy OnBase in our fully redundant environment, while
you manage your solution. You tell us the features and functionality you want and we supply
access to your solution in the cloud. You don’t have to worry about buying hardware. With
a secure, audited infrastructure and 99.9999 percent historical uptime, your documents and
data are always safe and available with Hyland’s hosted solutions. You also have the choice to
purchase the software and host it with us or subscribe to OnBase in a software-as-a-service
(SaaS) model.
Regardless of how you choose to deploy OnBase, you get the solution your organization
needs today and can rely on in the future. And as your needs change, so can the way you
deploy OnBase. You can move between on-premises and hosted solutions at any time,
ensuring you always have a solution that best suits your needs.
Choose a solution for your type of healthcare
organization
Because every kind of healthcare organization has to manage content, whether you’re an
IDN, community hospital, ambulatory center, physician practice, home care, hospice or
behavioral health facility, Hyland has solutions created specifically for each of these areas.
With a solution that works for the size and function of your organization, you’ll connect
content across your organization to give staff and clinicians a more complete patient picture.
Not only that, but you can securely share that content with facilities that are within your
healthcare network or outside of it, so you help your patients get more informed care no
matter where else they need to be treated.
OnBase in Healthcare
A global presence in healthcare
The Hyland Healthcare team has experience with solutions across the globe – from the
US to Europe to AsiaPac and many places in between.
Although these customers have their own unique healthcare systems with diverse
processes, varying security needs and a host of other differences, the flexibility and
versatility of OnBase gives them a solution that helps them collaborate and make more
informed decisions.
We leverage this experience from around the world to broaden our knowledge and
understanding of healthcare so we can give you a solution that lets your organization work
better and faster.
Support the continuum of care across and outside
of your healthcare organization
Because supporting the continuum of care is an increasingly important part of both
patient satisfaction and healthcare regulations, you can use OnBase to share content
across and outside of your healthcare organization.
To ensure caregivers have the information they need to provide the best care, OnBase
lets you securely share patient documents, clinical images, billing statements and more.
By managing and sharing this content with OnBase (rather than in disparate systems,
mailing them out or couriering them over to different facilities), healthcare organizations
store information in a single application and present it securely on the web through their
EMR or OnBase itself. This way, patients and providers have the information they need,
no matter where the patient receives treatment.
“The ideal goal is interoperability. That is really the
best opportunity for optimal care. With OnBase, the
information is at the right place, at the right time, for
the right person.”
– Robert S. Juhasz, D.O., Associate Medical Director
Cleveland Clinic
Exchange information and support interoperability
Across communities, healthcare systems, facilities and departments, OnBase securely
shares information within and outside of your organization. Because true interoperability
transcends hardware and software systems, OnBase helps healthcare organizations reach
beyond simple data exchange to collaborate and share information regardless of location or
facility, vendor or machine, file type or origin.
Use OnBase Throughout the Patient
Encounter
Clinical Information Systems
2.
1.
Initial Contact
Referral for Scheduled Services
Verification
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Ambulatory and Inpatient Coding
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Retrospective Audits
Audit Compliance Management
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Interoperability Across the Globe
Health Information Management
OnBase documents are now available across organization
24 Hours
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Patient
discharged
Chart
sent to
HIM
Chart
Chart
Chart
prep scan/index QA
Accelerate and augment your health information
management processes
Chart
coded:
OnBase
provides
simultaneous
access to
charts
Deficiency
completion:
OnBase lets
physicians
electronically
sign charts
from
anywhere
OnBase integrates with:
• Epic
OnBase gives health information management (HIM) departments the tools they need to
provide caregivers with immediate access to patient information. By removing the manual
processes and paper HIM relies on, OnBase creates efficient and accurate departmental tasks.
• Allscripts
With OnBase, you keep coding and billing processes swift to reduce AR days while
maintaining compliance with HIPAA, The Joint Commission and CMS standards, as well as
other regulatory and retention policies.
• McKesson
Create a complete and secure patient record
With OnBase you can capture your unstructured content – like paper, forms, faxes, photos,
etc. – and make it instantly available within your EMR or any other application. This allows
your clinicians and staff to immediately retrieve the information they need from the screens
they already use, giving them the complete patient picture. As a result, patients receive
more informed care and staff are more productive.
By storing all of your unstructured content in one place, compliance efforts with
organizational and industry regulations, such as HIPAA, are simplified as well. With OnBase,
you can limit who sees documents so only those who need to use them have access.
Additionally, OnBase keeps an audit trail of anyone who viewed a document and what
changes they may have made, making clinicians and staff accountable.
• Cerner
• Meditech
• GE Healthcare
• NextGen
• Siemens
Chart completed
Release of
information:
Content
stored in one
central
location to find
information
quickly
Speed and automate the deficiency completion and
coding processes
Going beyond simple document management, OnBase speeds and automates the processes
unique to HIM. OnBase automatically pushes charts to the right staff to analyze deficiencies
and assign them to physicians. Physicians then access the deficiencies directly from the EMR
or email and sign the chart electronically or provide the missing information. Because this is all
done electronically, it can be securely completed from a home office or a mobile device. As a
result, charts close more quickly, reducing delays in billing and lowering discharged not final
billed rates.
Based on your organization’s business processes or rules, OnBase also automatically
sends charts to the appropriate coders, ensuring no single coder becomes overwhelmed.
Additionally, because more than one person can access the chart at once, coders don’t have
to wait for deficiencies to be completed. Coders can also query physicians electronically with
any questions on a chart, shortening the time it takes to get answers. And, with one chart
stored in a single, central location, they always know they are working from the most current
version. Coders can also work remotely, easily accessing all the necessary content through
OnBase or the EMR.
Complete release of information requests
With OnBase, all of your content is stored in one central location, allowing your staff to quickly
and efficiently find the requested content – freeing up time to focus on higher-value tasks.
When patient information is held in multiple silos and formats, completing release of
information requests becomes much more difficult and time consuming. OnBase ensures that
every piece of requested documentation is available and keeps a complete audit trail of who
made the request, what information was requested, and what type of request it was.
Clinical Solutions
Integrate and access clinical content for a more
complete patient record
OnBase integrates with:
• Epic
By integrating with OnBase enterprise content management (ECM), you take the content
and information your clinical departments rely on and make it easily accessible across your
organization and from within your EMR.
• Allscripts
Even at organizations with a fully implemented EMR, at least 25 percent of the patient content
is generated outside of the EMR system, including paper, forms, faxes, clinical images and
discreet data. This makes it difficult or impossible for your physicians and clinicians to quickly
find critical information.
• McKesson
With OnBase, you take all of that content and let authorized clinicians access it directly from
the EMR. With a simple mouse-click, they are presented with a list of content directly related
to that patient screen. Not only is more information available, it’s more relevant information.
Without waiting on and searching for patient content, clinicians have more time to focus on
what’s really important – the patient.
• Cerner
• Meditech
• GE Healthcare
Create diagnostic content to keep physicians on the
same page
OnBase doesn’t just integrate content; it also creates it. Diagnostic reporting solutions for
areas such as maternal fetal medicine or gastrointestinal departments allow physicians
to evaluate prior exams, capture clinical images and create reports with findings and
recommendations for treatment. OnBase then automatically integrates the report into the
EMR and sends it to the referring physician. Specialty and referring physicians have secure
access to the patient’s most current information without waiting for printed copies or faxes.
• NextGen
• Siemens
Build instant access to clinical content from down
the hall or across the globe
By integrating OnBase with your EMR – like Epic, Allscripts, Cerner, Meditech, McKesson,
etc. – and other clinical applications, you not only create a more complete patient record, you
make content more accessible to your clinicians and staff. Whether it’s a clinician down the
hall or one across the globe, they have secure access to the content they need.
Physicians don’t even need to be at the hospital to view patient information. OnBase grants
access to patient content over secure Internet access and through mobile applications.
Physicians can complete work like signing deficiencies or making time-sensitive, clinical
decisions while in their home offices or traveling, allowing daily tasks and patient care to be
more responsive and effective.
Prior exams, clinical images
OnBase creates report with findings and
recommendations for treatment
Report integrated into EMR
Report sent to referring physician
Revenue Cycle Management
Keep your cash moving with OnBase Revenue
Cycle Management
The revenue cycle starts at patient registration
Capture at Patient Registration: Captures patient documents (insurance cards,
identification, etc.) and integrates them into your EMR. Documents are securely stored on
record each time the patient presents. In addition, OnBase captures and posts patient copays, deductibles and any funds that remain due. By collecting payments at the beginning of
the revenue cycle, you collect cash faster and prevent payment delays.
OnBase Revenue Cycle Management (RCM) integrates both document and data capture into
your revenue cycle process and updates your existing patient accounting systems to give staff
the information they need, when they need it. That means your organization reduces reliance
on manual, error-prone work processes, enhances your existing technology investments and
receives reimbursements faster.
Automated Payment Posting: Captures and indexes all incoming paper and EDI remittance
transactions in a single step, reducing manual data entry. OnBase RCM then “scrubs” the data
before automatically posting payments to the patient accounting system, reducing the number
of exceptions to work and automatically routing those that do occur for timely resolution.
Use a single platform to manage all of your
outstanding receivables
Lockbox Reconciliation: Automatically matches data from the business office, bank
and patient accounting system to reconcile payments faster. Instead of manually rekeying
reconciliation data, staff spend time resolving exceptions. The solution also integrates with
your general ledger to keep it accurate and up to date, and helps your organization stay
compliant with today’s stringent audit requirements.
OnBase RCM provides one place to address all of your accounts receivables (AR), whether
you’re using one or multiple patient accounting systems. It creates a comprehensive AR
platform for account adjudication by category and streamlines collection activities. Staff
quickly appeal, resolve and collect on open accounts requiring attention. The solution also
exchanges information with your business systems, providing seamless workflow so all
activities automatically post to the correct patient accounting system.
Denials Management: Automatically routes denied payments through the denial process
based on your specific business rules so there’s no delay in getting it appealed and quickly
resolved. It ensures that the process is managed and audited for each denial.
Business Analytics: Provides visibility into your revenue cycle with all of your revenue cycle
data in one place so you can make more informed financial decisions with real-time information.
“Cedars-Sinai went from 100 days net AR to the high 60s with the help of
OnBase RCM. In an organization this size, that’s phenomenal.”
– Sambasiva Panditaradyula
manager, Cash Management
Cedars-Sinai Medical Center
Capture at
Registration
Automated
Payment Posting
Lockbox
Reconciliation
Denials
Management
Audit Compliance
Management
Business Analytics
Administrative Departments
Increase visibility and control over your
administrative processes
If there is one thing the administrative departments at your healthcare organization rely
on, it’s information. Unfortunately, that information is usually found on paper, slowing
departmental processes and increasing costs. By implementing the OnBase enterprise
content management (ECM) solution, you remove the paper and increase transparency into
your administrative processes.
Add visibility into your AP processes
OnBase integrates with:
• Enterprise resource planning (ERP)
systems like:
• Lawson
• SAP
• Oracle/PeopleSoft
• Accounting systems
• HR systems
Strengthen transparency and automate employee
tasks in your financial close process
OnBase delivers real-time management of financial statement close processes, adapting to a
company’s unique reporting and closing activities. With complete visibility and control over the
close process through management dashboards, you have a high-level view into how tasks fit
together and can make continuous improvements to the close process.
The OnBase Accelerated Financial Report Management (AFRM) solution helps you streamline
your financial statement close process from start to finish by capturing close supporting
documentation, automating task status/notifications and actively or historically tracking
assignments for each monthly, quarterly or annual reporting cycle.
By documenting and performing tasks in one place, OnBase automates the organization,
performance and tracking of financial close process tasks.
REMOT
E CAPTURE
INTERN
AL CAPTURE
OnBase captures incoming invoices regardless of what format they are in – from paper to PDFs
to EDI. Then, OnBase automatically indexes them and helps automate the invoice transaction
creation in your accounting or ERP application. No more typing invoices into your system.
By automatically routing invoices to the right people, OnBase speeds up invoice validations
and approvals. OnBase can also automatically identify exceptions and route them accordingly.
It tracks the status of each invoice so you can see where it is in the process. This grants
visibility into your processes so you never get caught off-guard by a missed payment.
By also integrating OnBase into vendor portals, your vendors submit invoices and view their
status online. You not only cut down on the paper coming into your AP department, you build
better relationships with your vendors.
Create a more secure and efficient HR department
OnBase allows you to securely organize all of the HR employee documents – applications,
resumes, payroll, health record information and more – and keep them in one, central secure
location. OnBase integrates with HR systems, making documents and virtual employee
folders available to staff from within their everyday applications. Because you set rules and
restrict access to only those who require access to a document, employee files remain
confidential and you avoid any security breaches.
With OnBase in HR, retrieving documents becomes a simple task. By pulling up an employee
file on the screen, HR staff has instant access to all of their documentation. You can quickly
create a report that shows the specific documents each file is missing, so you stay compliant
with regulators, agents or internal auditors looking at employee file completion.
Build a Foundation to Grow on Today
and Tomorrow
As your organization grows and evolves, a powerful ECM strategy will be a crucial component
for your healthcare organization. Content is at the foundation of many healthcare initiatives –
from providing a complete electronic medical record to recognizing payments sooner in the
revenue cycle to creating more efficient business processes in administrative departments.
OnBase provides a solid foundation for success.
OnBase meets your immediate needs of today, helping you to provide the best patient
care possible and realizing positive financial outcomes. Current strategic initiatives, such as
meeting Meaningful Use standards, joining accountable care organizations (ACOs), supporting
the global Integrating the Healthcare Enterprise (IHE) initiative and more, all benefit from a
robust healthcare-centric content management solution.
Just as importantly, OnBase is a solution that will meet your needs of tomorrow. In two, five,
even 10 years down the road, you’ll still need to manage the content related to your strategic
initiatives, whatever they may be. OnBase gives you the flexibility to meet them. Not only
that, but Hyland regularly releases new versions of OnBase so you’re sure to have a solution
that supports your ongoing needs and integrates the latest and greatest IT applications.
By looking at ECM as a strategic, mission-critical solution from the very beginning, you’ll
create a solution that will advance your organization today and tomorrow.
“ OnBase is a long-term, strategic application at MetroHealth. Year
after year, we’ve turned to OnBase to help support our organization’s
key initiatives. Maybe even more importantly, we trust that OnBase
will continue to empower us to meet the needs of tomorrow.”
– John Cromer, project manager
Metro Health Hospital
28500 Clemens Road
Westlake, Ohio 44145
440.788.5000
[email protected]
Hyland.com/Healthcare
Empowering better outcomes across
the healthcare enterprise.
Hyland.com/Healthcare