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© Integra 2014 / Page 1
Maximize your investment
Evelyn Beach, RPh
Date: January 21-23, 2014
© Integra 2014 / Page 2
DocuTrack in your Pharmacy
DocuTrack is an investment for your Pharmacy
Don’t limit your investment• Discover and learn DocuTrack
• Design your DocuTrack
• Take full advantage of the features
• Integrate
“DocuTrack was so valuable that I purchased it a second time when I opened a new Pharmacy after the first one was sold.”“DocuTrack was so valuable that I purchased it a second time when I opened a new Pharmacy after the first one was sold.”
Quote from Client
© Integra 2014 / Page 3
The impact of DocuTrack in your Pharmacy
We have heard this before…
Best system for• Organization
• Documentation
• Customer Service
• Audits
• Growing the Pharmacy business
• Staff accountability
• Adding efficiencies to the Pharmacy
“It’s a game changer.”“It’s a game changer.”
Quote from Client
© Integra 2014 / Page 4
Discover and Learn DocuTrack
Learn how your Pharmacy System interacts with DocuTrack• What information is exchanged
Empower your staff • Train the trainer - train the staff
Don’t limit DocuTrack to only daily workflow
Learn the options in DocuTrack
Take advantage of the features offered by DocuTrack• Stay up to date with new features
Quote from Client
“The headache phone calls from customers are reduced dramatically.”“The headache phone calls from customers are reduced dramatically.”
© Integra 2014 / Page 5
Design your DocuTrack
Planning and implementation
Planning is mission critical • Blueprint of the Pharmacy’s documents
• Routing documents with the Document Import Rules
Review your processes• Start with a plan closest to your current workflow
Arrange for Delivery Manifest to print with barcode
Plan for refill process with barcode
“Organization is the key issue with DocuTrack. I have everything at my fingertips.”“Organization is the key issue with DocuTrack. I have everything at my fingertips.”
Quote from Client
© Integra 2014 / Page 6
Design your DocuTrack
Planning and implementation
DocuTrack Assistant• Configurable to minimize clicks in DocuTrack
Real Time Status Viewer• Configurable to display where the work is located
• Identify bottleneck areas
Do you want to print reports to DocuTrack?• Zan printers
“The viewer was the best addition to DocuTrack, I know where the work is at.”“The viewer was the best addition to DocuTrack, I know where the work is at.”
Quote from Client
© Integra 2014 / Page 7
Design your DocuTrack
Planning and implementation
Building workflows that meet your needs in the Pharmacy• Add cabinets and search folders
– Stay vigilant of the too many folders syndrome– Warning: The Black Hole– Create a Zero Association folder
© Integra 2014 / Page 8
Design your DocuTrack
Planning and implementation
The drop down pane• This is how the documents are moved within the workflow of your
Pharmacy
• Add departments
• Add document types
• Define status
• Define priority
• Define custom fields– Drop down fields– Text fields
© Integra 2014 / Page 9
Design your DocuTrack
Planning and implementation
Sorting documents to view in the document list pane• Setup the sort options
Document sources
Quote from Client
“Now I know when we received the fax, no more guessing if the date and time is correct.”“Now I know when we received the fax, no more guessing if the date and time is correct.”
© Integra 2014 / Page 10
Design your DocuTrack
Planning and implementation
Take advantage of the Documents Import Rules• Routing documents efficiently through the Document Import Rules
• Make the most of the rules to make your workflow efficient– Use of setting to set priority or bypass triage– Time based document routing
Setup alerts to assist your team with the workflow• “A world of too many alerts”
Groups and users
“I love everything about DocuTrack – We could never go back to the old ways of handling paper.”“I love everything about DocuTrack – We could never go back to the old ways of handling paper.”
Quote from Client
© Integra 2014 / Page 11
Design your DocuTrack
Planning and implementation
Forms• Design your forms – it is the image of the Pharmacy
– Name the forms so they easy to identify
• Use of barcode– Use barcode in document import rules
• Population of the forms– Know which fields you can populate from your Pharmacy System
“My Pharmacists love to use forms. No more printing. Saves me lot of paper.”“My Pharmacists love to use forms. No more printing. Saves me lot of paper.”
Quote from Client
© Integra 2014 / Page 12
Design your DocuTrack
Once you have designed your DocuTrack; keep it up to date
Update your workflow to meet your current operations needs
Keep the workflow clean
Update your sources• New: update from the document tab
Review your black hole reports and folder
Use the new features
“I really, really, really wish we had purchased this program YEARS ago.”“I really, really, really wish we had purchased this program YEARS ago.”
Quote from Client
© Integra 2014 / Page 13
Take full advantage of all the features
DocuTrack is not only a document management system but it is so much more…
Documentation of all communications
Origin, date, time of fax
Staple and un-staple
Annotations• Standardize your annotations by job functions
– New – sticky note colors
• Use “Add Reply”
“It took the paper and pen away.”“It took the paper and pen away.”
Quote from Client
© Integra 2014 / Page 14
Take full advantage of all the features
DocuTrack is not only a document management system but it is so much more…
Search• Wild card, “and not”, “and”
Use the different sort options• Multiple new options in the document list pane
© Integra 2014 / Page 15
Take full advantage of all the features
DocuTrack is not only a document management system but it is so much more…
History on every document
Automatic refill barcode submission to the Pharmacy System
Standardization of forms• All forms - easy access to all staff members
Delivery manifest associations using barcodes• Delivery Manifest Reconciliation Report – only for some PIS
“Efficiency – We can do a lot more with less.”“Efficiency – We can do a lot more with less.”
Quote from Client
© Integra 2014 / Page 16
Take full advantage of all the features
DocuTrack is not only a document management system but it is so much more…
Hotkeys for quick navigation within DocuTrack
Multiple document tabs
Move multiple documents at a time
Fax one document to multiple numbers
Blast Fax• Efficient faxing to a group of Facilities
• Name for the group should be easy to identify – e.g. 6 PM Run Facilities
© Integra 2014 / Page 17
Take full advantage of all the features
DocuTrack is not only a document management system but it is so much more…
Reports• Use as a management tool
– Association count by user– Association count by user and document type– Documents received per hour– Number of unedited documents– Black Hole reports:
» Workflow Omissions» Search Folder Filter Summary» Group Filter Summary
© Integra 2014 / Page 18
Integrate DocuTrack with your Pharmacy
Don’t think of DocuTrack as a separate system from your Pharmacy System
Choose the best processes and workflow for your Pharmacy
Add workflow for documents that are not orders• IV Patients
• Controlled Medication Prescriptions
• Others
Available interfaces with DocuTrack• Consistency - one system for all your orders and documentation
© Integra 2014 / Page 19
Return on Investment
Tangible and Intangible savings
DocuTrack’s workflow and integration to your processes
Pharmacy staff will be more efficient – more productive• Redistribution of FTEs
• Allow more growth with no FTE increase
Increase customer satisfaction• Runs leave on time
• Less missed orders
• Better response time on questions or issues
Quote from Client
“We have grown from 1000 to 6000 beds in 3 years and could not have done it without DocuTrack.”“We have grown from 1000 to 6000 beds in 3 years and could not have done it without DocuTrack.”
© Integra 2014 / Page 20
Return on Investment
Tangible and Intangible savings
Order entry and Pharmacists• Focus on orders to be entered and/or verified
• Better customer service, resolution in one phone call for most cases
• No paper fax to sort, distribute, re-distribute, copy and/or file, not once but multiple times
• No going to the fax machine
• Quick and easy retrieval of documents. No searching for paper documentation to find resolution and therefore have better outcomes.
Quote from Client
“No more foot traffic just to get the work done.”“No more foot traffic just to get the work done.”
© Integra 2014 / Page 21
Return on Investment
Tangible and Intangible savings
Prescription requests tracking
Delivery Manifest• Efficient and auto association for quick and easy retrieval
Medical Records
Inventory/Purchases• Owed process
Office supplies and equipment
Quote from Client
“Now when nurses calls to ask if we delivered an order, we have an immediate answer for them.”“Now when nurses calls to ask if we delivered an order, we have an immediate answer for them.”
© Integra 2014 / Page 22
Return on Investment
Tangible and Intangible savings
Business Office• Better management and follow up
• Business and insurance forms
• Statements/invoices
• Account payables
• EOM reporting
• Contracts
Audits
• Quick and easy search for documents
• Better audit results
© Integra 2014 / Page 23
Summary
DocuTrack:
Is a tool in the Pharmacy Commitment to Quality
Is a tool to provide Patient Care
Is a tool to help the Pharmacy provide excellent customer service.
Is a tool to help navigate the waters of audits, reimbursements, inspections, prescriptions, rules, regulations and other areas.
Quote from Client
“DocuTrack documentation just saved a large skilled facility from hanging us out to dry and terminating our contract for errors when we could prove that the errors were not on our side but on the facility staff.”
“DocuTrack documentation just saved a large skilled facility from hanging us out to dry and terminating our contract for errors when we could prove that the errors were not on our side but on the facility staff.”
© Integra 2014 / Page 24
When you return to the Pharmacy…
Perform an assessment
Do you think there is room for improvement?
Are you using all the features that will enhance your efficiencies and quality in the Pharmacy?
Does the staff know about the new features in DocuTrack, are they using them?
Is the staff printing paper?
Is there manual faxing?
Have you reviewed your Black Hole reports?
Create a Zero Association folder
© Integra 2014 / Page 25
DocuTrack, DeliveryTrack, Logix, Fax DR, ICFS, Nextra
Resources:
User group meetings
Newsletters
The Learning Center
Account manager
Sales team
Client Services
Integra’s consulting services
© Integra 2014 / Page 26
Thank You
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