REVIEWER: Jennifer Shipp, accounting manager of Gulf Coast Occupational Medicine.

BACKGROUND: Located in Baton Rouge, Louisiana, Gulf Coast Occupational Medicine specializes in pre-employment physicals and drug screening, as well as the treatment of work-related injuries.

PLATFORMS: Windows XP, Server 2003, Vista or Server 2008.

PROBLEM SOLVED: We use Laserfiche to organize and manage all documentation, from patient charts and personnel files to invoices, contracts, lab results and insurance forms. Thanks to the Laserfiche search tools, we can locate information in a matter of seconds, which helps us provide better patient service and shortens our collection times. Laserfiche also improved communication with our satellite offices - staff simply scan documents into Laserfiche, which automatically routes them through the coding and verification process. Storing patient information in the password-protected Laserfiche repository makes a lot of sense from a security standpoint and helps us comply with Health Insurance Portability and Accountability Act (HIPAA) and other regulations.

PRODUCT FUNCTIONALITY: Laserfiche helped us eliminate a number of inefficient work processes. For example, rather than physically transporting patient charts between locations and departments, we scan them into Laserfiche where they’re automatically indexed and available for full-text searching. Laserfiche also routes scanned charts to the appropriate staff members automatically, and we can easily see how many charts we have in our work queue at any given time. Most importantly, Laserfiche makes it much easier to share information with patients and employers. Rather than photocopying and mailing test results and other documents to recipients, we can quickly email or fax them from within Laserfiche.

STRENGTHS: The Laserfiche interface is easy to use and incorporates familiar Windows features, including right-click menus, keyboard shortcuts and nested folder structures. Laserfiche also works well with our existing Canon Multifunctional Printer (MFP). We simply scan documents to a network folder, and Laserfiche imports them into our content repository automatically. In addition, we can easily scan additional pages into existing documents, which is critical because we frequently need to add documents (such as lab results) to current patient charts. Laserfiche’s greatest strength, however, lies in its ability to deliver immediate process improvements organization wide. For example, Laserfiche literally places information at our fingertips, and we’ve reclaimed the space previously needed to store paper files. Laserfiche also makes our information more secure. We can easily back up our repository to ensure we won’t lose anything in the event of a hardware failure or natural disaster. Best of all, Laserfiche has improved our bottom line. Because our back office runs much more efficiently, we can serve more patients and provide our patients with better service using our existing resources.

WEAKNESSES: As part of the scanning process, Laserfiche uses optical character recognition technology to extract searchable text from scanned documents. Although this process is quite accurate, on occasion, we’ll encounter an extra space or a misread character that prevents the relevant document from appearing in our preliminary search results. To work around this, Laserfiche has implemented fuzzy searches and field searches to ensure fail-safe results.

SELECTION CRITERIA: Each day, we scan between 100 and 300 new patient charts into our repository, along with a variety of other documents. Laserfiche was the only system we evaluated that could handle this workload without slowing down.

DELIVERABLES: In addition to scanned paper documents, Laserfiche stores a wide variety of electronic files, from Word documents and PDFs to spreadsheets and emails. Laserfiche stores electronic files in their native formats, while scanned paper documents are stored in the nonproprietary TIFF format. Laserfiche also offers an easy-to-use workflow automation module, which is built on Windows Workflow Foundation (WWF) technology, as well as a document processing module that automatically extracts relevant metadata (such as names, addresses and invoice numbers) from scanned documents.

VENDOR SUPPORT: We’ve received outstanding support from our Laserfiche reseller, Advanced Office Systems of Baton Rouge. They recognize how integral the software is to our daily business processes, and they’ve helped us realize an excellent return on our investment.

DOCUMENTATION: The product documentation is complete and easy to navigate.

Laserfiche 8
3545 Long Beach Blvd.
Long Beach, CA 90807
(562) 988-1688

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