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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 Dont 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. 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 Its 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 Dont 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.
© Integra 2014 / Page 5 Design your DocuTrack Planning and implementation Planning is mission critical Blueprint of the Pharmacys 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. 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. 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.
© 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. 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. 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. 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. 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. 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 Dont 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 DocuTracks 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.
© 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.
© 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.
© 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.
© 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 Integras consulting services
© Integra 2014 / Page 26 Thank You
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