12,000+ Sensitive Medical Records Indexed Via Data Indexing
Helped a Healthcare Company to Index Vital Health Records.
This US-based medical service provider is providing care to over 12 million patients across the country each year. The company is currently employing more than 31,000 caregivers and clinical practitioners. They cover a wide range of clinical-based services and solutions. Since 2015, they have been providing physician-led services to deliver 360-degree care of their patients. With this, they have created a division to provide patient care services in alternative settings, especially in homes. The company has a motto to cover patients holistically who are suffering from acute chronic diseases and need support.
Importance of Data Indexing in the Medical field
As this company has many divisions and covers major services thus data entry solution is their ultimate need. The medical industry is handling huge quantities of patient data and it needs an efficient solution for managing this data. Data indexing is nothing but managing the data records and keeping them on track. With the help of data indexing services, the flow of work will increase in the medical industry.
Challenges Faced by the Company
The following challenges the client company has been facing for so long.
The company has many divisions to cover hundreds of caregiving services but they are lacking in managing all records. In March 2019, the client approached us to manage their inbound and outbound fax generation with our data indexing services.
The company deals with sensitive data including patient details, diseases, health conditions, etc. At the same time, dealing with this sensitive data needs extra time and measures, which the client was lacking. The client does not have a real-time data indexing process to ease the further processes.
The company had an in-house team for processing the data at that time. However, the team was unable to process huge quantities of data, especially sensitive clinical data indexing. Generally, the team was covering their core tasks while the backlog was building a mountain on the back.
Indexing clinical records and managing them professionally is a complex task. The company was constantly failing to index its records from its different departments. Therefore, they were facing a huge issue in managing all their data due to a lack of indexed files.
The client was looking for an outsourcing company that works by following HIPAA compliance. They wanted to streamline their patient care and management with the help of efficient data indexing services.
To manage all their inbound and outbound fax details along with patient data, they were asking for professional indexing services. Also, they wanted to outsource data indexing services to deal with all their documents. This includes reports of their patients, home health certification, reminders of health check-ups, prescriptions, etc. However, the company was genuinely seeking an efficient outsourcing company that has experience in indexing medical data. Thus, they approached us after seeing our amazing portfolio of work that we have done previously in the medical field.
Custom Solutions from AskDataEntry
After signing the deal, the client's company handed over access to their database to us. We have explored everything that we needed to initiate our data indexing process. Moreover, we immediately built a group with expert people who have done medical data indexing work before. Thereafter, we divided our work among the group members and started working in a step-by-step order.
We initiated our work from scratch by understanding the requirements of the client. Once again, we have gone through all the details and read each sentence closely to develop a coherent picture. Even we have communicated further to elaborate on a few points where we need clarification.
Data indexing for a medical service-providing company is a complex task and it has different attributes. Therefore, we have realized that we need to make a robust strategy to deal with this project. We made our plan that we'll initiate the project from text indexing, and then move to document indexing. Also, we'll generate data backup simultaneously and keep on checking to eliminate data duplication. We ensured that we would use barcodes to index vital data quickly in the database.
After making the strategy, we divided into groups and developed a team for this specific project. Here, we have included experienced people as mentors to guide us through the project.
We have initiated the indexing process by providing a training session for our personnel. We have done it within a day through video conferencing. Technically, we have followed a standard operating procedure to verify documents for indexing. Plus, we checked that faxed documents must have signs from the physicians.
Besides that, we have renamed all records as per the patient ID and doctor name. Also, some important documents we saved by dates for quick access. Separately, we have created multiple databases by physician names. Apart from that, we have maintained the quality of indexing services throughout the project. For that, we managed to conduct a weekly review of previous work. Throughout the process, we ensure to follow all the compliances of HIPAA accurately and efficiently.
Since we have taken the order, we are renaming 7,000 documents and verifying 12,000 documents each month. We have indexed data with the best application of technology and our human efforts. Within 6 months, we have indexed 60% of the existing data accurately. Moreover, we ensured that new data gets immediately indexed in the database and saves time. Now, we are serving the company with our data indexing services and also handling their data entry needs.
J. Jackson
We have been facing some challenges in data indexing work for the last few months. We eventually came across with AskDataEntry and decided to delegate our work. It was our best decision ever because AskDataEntry has completed all the work within a specific deadline. They have maintained the quality intact, exactly what we all wanted.
