"We have a unique business, and DocuSyst gave us tools to expand and become more efficient within our established business model."
- Dennis Round, President, Violation Management Services

Case Studies

 

Olympic Physical Therapy Clears Space and Reduces Clutter with Hosted Document Management Solution

April 8, 2009 - DocuSyst hosts FileHold document management solution which gives customers the ability to scan, store and retrieve archived files without making extensive investments in software and equipment.

Olympic Physical Therapy and Sports Medicine Inc. is an out patient physical therapy group that provides quality rehabilitation and prevention services at four locations throughout Rhode Island.

Over the years, Olympic Physical Therapy (OPT) accumulated a large amount of patient documentation that, under federal law, needed to be stored for seven years. Filing cabinets began to take up too much room in their offices, and the staff at OPT began looking for a better way to store their records.

Olympic Physical Therapy found DocuSyst on the internet and worked with them to create a solution that met the following requirements:

  • Secure and store patient documents according to HIPAA regulations with data backup and redundancy
  • Scan and store documents in PDF format
  • Have access to documents using any PC with an internet connection
  • A scanning device with advanced feeding technology to handle documents that had been stapled and stored for many years
  • No need to purchase extra equipment such as servers, tape drives or backup tapes
  • No need for an on-site IT person to monitor and manage the document repository
  • Ability to quickly add, find, and open previously added documents
  • Expandable disk space and software to handle future document types and an increasing number of records and users

DocuSyst implemented its Hosted FileHold document management software Solution along with a Fujitsu fi-6130 scanner to manage Olympic Physical Therapy’s document archive. Their documents are now stored in a secure, redundant and managed storage facility. DocuSyst also provides the necessary training and continues to support OPT with remote desktop and live-conferencing services.

FileHold document management software (http://www.filehold.com) is a .NET based solution that is easy to use and empowers companies to make their paperless office a reality.

Olympic Physical Therapy now scans their physical files with one-button scan-to-PDF functionality to quickly scan to PDF without the need of scanning software or Adobe Acrobat. Staff members then drag and drop the PDF into the FileHold desktop application and tag the document with information used to retrieve the PDF in the future.

Once added to the repository, documents can be quickly accessed by browsing the library structure or searching by name or dates. Users can retrieve their files using the FileHold desktop application or a web browser from any PC with an internet connection.

The hosted solution allowed Olympic Physical Therapy to quickly begin using the document repository without having to invest in new hardware or purchase software. Their repository was up and running in a matter of hours and the users were trained and adding documents shortly thereafter.

Implementation of this solution has allowed Olympic Physical Therapy to reduce the amount of office space consumed by document storage and ensure that their critical patient data is secured and managed during its life-cycle.

“We now have more space! We are very happy with the system, DocuSyst’s customer support, and the ability for this solution to grow with our business,” said Kirstin Collins, Billing and Reception Manager at Olympic Physical Therapy. “We know we made a good decision.”

“FileHold does not offer our software as a ‘hosted’ solution. We are fortunate to have a partner like Docusyst who have taken our software and installed it on “bullet proof” IT infrastructure to provide small customers with a secure and trustworthy document repository” said Larry Oliver, President of FileHold Systems Inc. “Software As a Service (SAAS) is a very popular idea these days for companies who want to manage electronic information but do not have the resources to install or support a powerful document management solution in house.”

For more information on Olympic Physical Therapy, visit http://www.olympicpt-ri.com.

For more information on the services and solutions provided by DocuSyst, please visit http://www.docusyst.com.

 

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