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SIGNATURE User Network

SIGNATURE User Network. “Streamline Your Business Using OLIE and Other Tools” New Orleans, Louisiana March 22, 2004. David Baker DAVID LEE BAKER CONSULTING, LLC. Something to Think About What if Your Boss Heard ….

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SIGNATURE User Network

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  1. SIGNATURE User Network “Streamline Your Business Using OLIE and Other Tools” New Orleans, Louisiana March 22, 2004 David Baker DAVID LEE BAKER CONSULTING, LLC

  2. Something to Think AboutWhat if Your Boss Heard … “We were able to reduce the time to process these accounts from FIVE DAYS to THREE HOURS. An effort reduction of 82.5%. We were able to re-deploy their time to work an additional $250,000 worth of accounts each week.” …And it wasn’t because of YOU!

  3. Welcome to“Streamline Your Business Using OLIE and Other Tools” Main Presenter David Baker, Founder, Sr. Consultant Second Presenter Jacqueline White, Sr. Consultant Assistant Presenter Mark Edwards, Marketing Manager

  4. VALUE Statement Fiscal Responsibility “Effective and prudent use of financial, human, and physical resources is our moral responsibility and is essential to our viability” Penn State Milton S. Hershey Medical Center

  5. Annual Report 2002 “… made a commitment to the Tarrant County community to expand health care access to patients in need of services while at the same time improving the efficiency of operations and planning for the future.” John Peter Smith Hospital, Fort Worth, Texas

  6. VALUE Statement Our Values … Excellence: Continuously improving the quality of our service through education, research, competent and innovative personnel, effective leadership and responsible stewardship of resources. Texas Health Resources Inc.

  7. So What about those statements! • One was from a faith based system • Another was from a county system • And, another was from an educational system They each have some of the same concerns … effective use of resources. I assume that is why you are here today.

  8. Today’s Agenda • Presentation Title Review • Getting Started Automating Processes • Review of Automation Tools • Automation Ideas • Evaluating Opportunities • Cost Evaluation Tool • Example 1 – Payment Posting • Example 2 – Target File • Class Discussion

  9. Why do we care? • The current healthcare environment forces providers to face greater financial risks to continue delivering patient care. • Special programs also impose many compulsory reporting and tracking requirements on healthcare organizations. • Success depends on generating maximum return from all of your assets, especially your knowledge workers. • Since time is money, automation solutions cut costs to levels that generate a healthy Return On Investment.

  10. Example: The Cost of Documentation inefficiency Did you know that …. • 33% of an employee's working hours are spent storing, retrieving and researching documents • 25% of a company's labor costs are associated with storing and retrieving documents • 15% of a company's revenues are spent on documents • Professionals spend over 150 hours a year looking for incorrectly filed documents • It costs over $150 to locate a mis-filed document • It costs over $750 to reconstruct a lost file • It costs over $11 per year to maintain one inch of paper files *Sources: International Records Management Council Study, 1995 J .25

  11. Remember! “Stuff” rolls down hill but problems rise to the top. When you are in the middle of it all, it can become overwhelming. Simplify your job whenever possible. People make mistakes. Limit the risk whenever and where ever possible.

  12. Late Night Info-mercial Quote: “People are too busy making a living to make any real money” Sometimes you have to take extra time to improve the processes so that you can get ahead later in your job. Don’t let the up-front cost dissuade you from the long term gain! D

  13. About the course titleStreamline your Business? • Stop forcing your most valuable resource to waste time doing things a computer should be doing! • Identify cost that can be eliminated using technology • Make more money while working fewer hours

  14. About the course titleWhat is OLIE? Proprietary automation tool from SIEMENS • OnLine Interface Express • Keystroke emulator • Cheapest employee you will ever have • If you can write it, OLIE can do it Not OLIE, but looks like his name could be Olie >>

  15. About the course title What are “Other Tools”? • Microsoft Access • Microsoft Visual Basic • Microsoft Scheduler • Datawatch Monarch • Any other tools you can find

  16. Getting Started Automating Processes

  17. Automation Considerations • Will it impact • Employees • Management • Bottom Line (Financially) • Is it possible • How will I overcome the fear of change • Cost to automate • Cost of not automating

  18. Types of Automation • Manually Initiated Process • OLIE script • Monarch Data Extraction • Automatically Initiated Process • Microsoft Scheduler • Visual Basic Program • Microsoft Access Forms with scheduler • Hybrid, Manual and Automatic • Visual Basic program with OLIE script

  19. How should it work? • Automation must be designed to utilize existing infrastructure and be used across the enterprise. • Use of standards such as EDI when possible • Low cost / High value (Expensive software and hardware would be a definite deterrent) • Need to provide all users of the system with a standard and user-friendly interface • Ease of maintenance and modification. Healthcare needs and emphases constantly change and it should be easy to add new features and capabilities. • Data Security. Only authorized personnel should be able to access the data .5

  20. Microsoft Scheduler® and Monarch Datapump®Automatically Starts Processes

  21. Using Microsoft Access FORM to Initiate Automated Process

  22. Example:Visual Basic Code for Monarch Program Subroutine Example Following is a sample Visual Basic subroutine that invokes Monarch, opens a report and model, applies a couple of filters and exports the resulting table to Excel: Private Sub Form_Load() 16 Programming Monarch Methods and Properties Dim MonarchObj As Object Dim openfile, openmod, t As Boolean 'If Monarch is currently active GetObject will use Monarch. If it is not use the CreateObject() to 'open another copy of Monarch. Set MonarchObj = GetObject("", "Monarch32") If MonarchObj Is Nothing Then Set MonarchObj = CreateObject("Monarch32") End If t = MonarchObj.SetLogFile("C:\MonTemp\MPrg_G5.log", False) openfile = MonarchObj.SetReportFile("C:\Program Files\Monarch\Reports\Classic.prn", False) If openfile = True Then openmod = MonarchObj.SetModelFile("C:\Program Files\Monarch\Models\Lesson14.mod") If openmod = True Then ‘Set filter for each frame and export to Excel MonarchObj.CurrentFilter = "Fandangos records" MonarchObj.ExportTable ("C:\Program Files\Monarch\Export\Fandangos.xls") MonarchObj.CurrentFilter = "No Returns" MonarchObj.ExportTable ("C:\Program Files\Monarch\Export\No Returns.xls") End If End If MonarchObj.CloseAllDocuments MonarchObj.Exit End Sub

  23. Datawatch Monarch®Mines Data from Reports

  24. User-Friendly Interface using Microsoft Access

  25. What does automation do for you? • What does automation do for you, why should you care • Employee • Maximize people power • Reduce wasted time • Improve working condition for employees • Reduce employee turnover • Improve employee satisfaction • Free up peoples’ time to allow them the opportunity to make BETTER business decisions • Costs of Business • Streamline business processes • Reduce cost of doing business • Improve bottom-line • Allow you to make better business decisions • YOU • Allow you to go home at 5:00pm and come in at 8:00am • Give you the confidence that everything is being done • Give you the confidence that everything is being done correctly and in a timely fashion • Securing your place in the organization as someone who saves time and money through creative solution implementation J

  26. Ideas for automation • Registration • Charge Entry • Payment posting • Balance write-off/adjustments • Credit/MULT correction • Working Target files • Reporting / Data gathering D

  27. How to Decide What to Automate • Impact Evaluation • Employee Impact • Impact to You • Organizational Impact • Impact to employee workload • Evaluate projects by FTE/$ impact • Free up people to do more • Allow employees to become creative solution providers

  28. Evaluation Tool – Cost Analysis Open ROI Cost Tool .75

  29. How to Decide What to Automate…(Cont.) Impact to business – financial benefit • What are the dollars saved or realized by automating • Value of resources ‘freed-up’ (FTE dollar value) • Reduction of A/R Days • More timely entry of patient registration • Fewer errors / omissions • Reduction of efforts on uncollectible money • More timely and accurate posting of payments / Adjustment J

  30. Steps • Identify opportunity • Understand ENTIRE process • Get necessary employees involved • Evaluate every possible outcome of automation • Work with employees to develop the automated process • They do not need to know the technology, only the process • Decide what type of automation is needed • Develop automated process • Test automation • Install automation • MONITOR AUTOMATION D

  31. Example 1Payment Posting Automation J

  32. Payment Posting Automation(Electronic File) Steps • Identify Opportunity • Understand Process • Create Task Force (cross functional group) • Payment Posters • Contract Managers • AR collection specialist • Process developer • Identify and Develop process • All types of payments? • What are the important elements to automate • What to watch out for! • What type of automation to use • What tools will be used • OLIE • Monarch

  33. Payment Posting Automation(Electronic File) Automation Example (Continued) • Installation/Testing • Documentation of process • Monitor process changes • Control process changes • Maintain focus of automation project • What are the tested values • Dollar amounts • Transaction count • Approval and Sign-off • Monitoring • Balancing the process • Error handling • Dealing with UNEXPECTED DATA D

  34. Example 2Target File Automation J

  35. Target File Automation Evaluation of Business Decisions • Automation Decisions • What • Why • Participants • Roles of each • Opportunity for Improvement • Evaluation of Impact • Who will be impacted • Financial impact • Testing • Monitoring Results D

  36. Class Participation • Show of hands: Which Area in your organization needs the most streamlining and automation • Registration • Charge Entry • Payment Posting • AR Follow-up • Specific activity? • Impact? • Employees (time and numbers) • Management (do they affect your review??) • Fiscal organization

  37. Class Participation (Cont.) • People involved • Cost of automation • Cost not to automate • Will it make my employees more productive? • Does it make sense, logically and financially? • What tools will you need? • How do we evaluate success? • Who will monitor the process going forward?

  38. Don’t Forget to Attend • Follow-up Customer Break Out Session 3 • Today @ 1:00pm • Edgewood room • Bring examples and questions • Be ready to participate

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