SOURCE: Boston Software

November 26, 2007 08:30 ET

Hays Medical Obtains Operational Efficiencies Using Boston WorkStation

Scripting Tool Significantly Improves Billing Process; Backbone of Disaster Recovery Plan

SHERBORN, MA--(Marketwire - November 26, 2007) - When Bill Overbey added the title of CIO to his already full plate as CFO at Hays Medical in Hays, Kan., he was charged with not only locating ways the hospital can be more efficient, but also for implementing methods and technologies to supply those efficiencies.

After experimenting with simple scripting software downloaded off the Internet, Overbey realized the benefits scripting had to offer for workflow automation and systems integration. He and his IT staff agreed that they needed a tool that would go beyond what they currently had. In this search, Overbey found Boston WorkStation™ from Boston Software Systems™, the leader in workflow automation technology to the healthcare market.

Streamline the Billing Process

One of Overbey's priorities was to streamline the billing process for billing and clinical departments. Each month, finance had to create a new account number for each file in order to separate services and to bill them as required. This created several challenges for the clinical side. Not only did they have to start off with a new account number each month, but they also had to verify that the charges were posted to the right account number. In addition, the clinical side required that each patient visit be documented using the correct new account number.

The IT staff automated the process by developing Boston WorkStation scripts. The process creates a new billing account number each month and moves the data from the clinical side over to the billing side, allowing for a constant clinical account number to be available for the medical staff to use and document. This eliminates the manual monthly rituals of re-assigning new account numbers to all of the paperwork.

"Prior to using Boston WorkStation, the billing side had a number of issues with wrong charges on wrong accounts," said Overbey. "Staff wasted time reviewing each account, which could involve moving charges from one account to another when there were errors. We have solved a variety of issues by doing these monthly scripts. The catalyst for the change we made was really on the billing side, but it helps the clinical side immensely."

Automating the Down Time Reports

Overbey and his team realized that they could use Boston WorkStation as the backbone of Hays' disaster recovery plan for the MEDITECH system for a minimum investment. The Boston WorkStation script generates reports with all critical patient data for the nursing staff within a 15-minute cycle and moves the reports to a shared folder on the network. Then, the script automatically creates the downtime reports and notifications to the IT department. This approach notifies the IT staff to immediately implement availability to the shared drive that holds the reports, allowing the nursing staff to have the latest patient data at their finger tips at all times.

"Scripting has saved us time and money," said Overbey. "If you had to allocate money to manually creating efficiencies, you probably wouldn't do it. It just takes too much time, too much money and too much manpower, to accomplish it. Fortunately, developing scripts doesn't take much time, and it creates operational efficiencies throughout the entire hospital."

"Hospitals are straddling the line between technologic advancements and budgetary constraints," said Steve Cohen, executive vice president of Boston Software Systems. "Implementing a technology such as Boston WorkStation frees staff from the manual tasks, creating a more productive workforce. This not only benefits the staff and upper management, but it also translates to a higher quality of care in all facets of the organization."

About Boston WorkStation™

Boston WorkStation is a workflow automation and integration technology that provides an environment for on-demand process innovation and development. Boston WorkStation allows healthcare organizations to automate common tasks throughout the organization including revenue cycle projects, interactions with Web sites, integrating new applications, systems and devices, and electronically monitoring and managing user activity.

About Boston Software Systems

Boston Software Systems is the leading standard for workflow automation and system integration software, enabling healthcare organizations to streamline complex business processes and improve productivity. Hundreds of healthcare organizations worldwide respond to regulatory and business initiatives by using Boston WorkStation technology to automate and improve processes throughout their facilities. UNISON accelerates the development of critical dictionary and table synchronization in specific hospital information system environments. Customers include more than 50 HCA hospitals, Mayo hospitals, Stanford Medical Center, Christus Health, Lutheran Health Network and Tenet Healthcare. Boston Software Systems partners with leading application and system vendors such as McKesson, Siemens, Misys, Orion International and Emdeon. For more information, please visit the company's Web site at or call 866.653.5105.

Boston Software Systems, Boston WorkStation are trademarks of Boston Software Systems, Inc.

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