CONTENT MANAGEMENT SOLUTION IMPLEMENTED TO STREAMLINE LITIGATION PACK CREATION FOR NMS LABS
Company: NMS Labs
NMS Labs provides medical researchers, healthcare providers, coroners and the criminal justice system with lab test results for about 500,000 patient samples every year.
Challenge: Reduce time and effort to generate Litigation Packs
NMS annually creates about 300 litigation packets to be used in court cases. Since any case can be called for litigation, reams of paper were used to record testing results.
When the courts requested a litigation packet, employees physically retrieved all patient paperwork from storage. The process was time consuming. Patients usually have multiple samples tested with reports for each stored in different departments. After locating all test results, employees manually assembled litigation packets consisting of 200 to 3,000 pages. The process generally took two weeks to complete.
The Solution: Enterprise Content Management (ECM) System from Paperless Solutions
NMS selected Paperless Solutions Inc. to design and implement an OnBase by Hyland enterprise content management (ECM) system after focused invitation-only RFP process. Paperless Solutions experience, ability to deliver a solution as a Proof-of-Concept in a quick manner, and location were key factors in the decision.
After analysis of the problems, Paperless Solutions Inc. implemented a Lab Content Management System (LCMS) built on OnBase. Now, employees use OnBase to review test results and create litigation packets. When the lab receives patient samples, employees scan related paper documents into OnBase. Once samples are tested, the company’s Horizon Laboratory Information Management System® (LIMS) electronically captures results. Employees print test results into OnBase, which automatically classifies and indexes the documents, creating folders for each test result.
Now when a customer requests a litigation package, with the push of a button, OnBase kicks off an automatic electronic workflow that grabs specific documents and combines them into one PDF document.
The solution implemented by Paperless Solutions is highly auditable, providing a level of compliance necessary for the litigation process that follows. Compliance is achieved through a combination of process and software.
“Paperless Solutions’ ability to understand our complex needs and incorporate our compliance requirements into every step of the process was impressive,” said Paul Zila, Director of Application Development, NMS Labs. “Now we are not only confident that our process is 100% compliant, what used to take two weeks to compile now only takes 15 minutes! Our customers are very happy!”
The Return on Investment
3,000+ employee hours saved annually: Employees no longer spend two weeks assembling litigation packets. The ECM system generates them within 15 minutes, allowing employees to focus on more important tasks, like helping customers.
Improves customer service: By eliminating paper-based processes, customers receive litigation packages, faster. Now, employees don’t spend time manually retrieving files and assembling reports.
Eliminates paper storage: NMS uses the OnBase document retention solution to store information for as long as necessary, typically for five to seven years. Once documents no longer need to be retained, based on conditions set by NMS, OnBase automatically purges them from the system.
Eliminates hand-delivered paperwork: NMS used to walk lab results and paperwork from the first floor to the third floor. Now, using electronic folders, data and information are instantly available.
High user acceptance: “Change is hard for everybody but employees were happy with the new system,” Zila added. “Every department is now asking for OnBase and we plan to implement it companywide.”
Future Plans: Expand Enterprise-wide
NMS Labs is in the process of evaluating where to roll out the technology next. Process automation in the Accounts Payable, Human Resources, and credentialing areas are prime candidates to implement document management, workflow, and case management solutions provided by OnBase. “Paperless Solutions has been an insightful and knowledgeable partner throughout the process, and their customer service has been excellent,” said Zila. “We look forward to working with them to implement ECM systems companywide.”
About Paperless Solutions
Trusted experts in enterprise content management since 1999, Paperless Solutions specializes in industries with complex processes and stringent compliance requirements. State and local government, Prothonotary’s, manufacturers, laboratories and collections agencies rely on us to simplify their processes, decrease costs and keep their business compliant. We skillfully combine best-in-breed off-the-shelf ECM solutions from Hyland OnBase and FileBound with our own software to deliver the right workflows from finance to human resources, court case management, e-Filing, sample test reporting and collections correspondence. Recognized for our outstanding customer service, Paperless Solutions is a repeat winner of the Hyland OnBase Diamond Award. www.paperlessus.com
“Paperless Solutions’ ability to understand our complex needs, and incorporate compliance requirements into every step of the process was impressive. The significant increase in internal efficiency means we’re able to get these packages back to our customers much faster, improving customer service.”
Dir. of Application Development, NMS
Software provided by Paperless Solutions Inc.
- OnBase Content Management System
- Litigation Pack creation
- Lab Information System integration
- Testing results are captured from equipment and automatically classified
- Testing results are linked to LIMS records via a tight integration
- Equipment calibration reports are stored electronically for later retrieval
- Testing results are electronically routed to Analysts for review and approval
- Access to results is controlled by security levels
- Provide real-time access to data and outcomes are available
- LitPacks are generated at the click of a button, fully collated and separated into a single, tabbed document
By capturing and sharing testing results across the organization, NMS Labs has:
- Enhanced the document retention of sensitive results
- Improved the reliability and use of results
- Reduced the manpower and time to generate Litigation Packs
- Improved customer satisfaction
Departments Using OnBase
- Specimen Processing
- Forensic and Clinical Laboratory Operations
- Client Services
- Expert Services
- Crime Lab
- Quality Assurance