Document Solutions

1. Document Solutions Document Management for the Healthcare Industry –What You Need to Know . William ZastrowPresident, CEOFileMark Corporation June 22, 2005

2. Startling Facts • 90% of all business information exists on paper or eMail • Paper use in business is growing at 22% per year • The average paper document gets copied 19 times, 45% of all files are now duplicates • 90% of all documents are never referred to after the initial transaction • 7.5% of all documents get lost, 3% of the remainder get misfiled • Companies spend $20 in labor to file a document, $120 to find a misfiled document, and $220 to reproduce a lost document Elimination of inefficient paper processes allows more work to be done faster, with fewer people, and less cost Source: Coopers & Lybrand

3. The Challenge • Transition from paper to electronic documents, signatures, processes, distribution and storage • Get easy, instant access to documents from anywhere, from any type of application • Reduce paper, filing and copying costs • Streamline and accelerate document-centric business processes • Fulfill legal and regulatory compliance mandates • Realize a quick Return On Investment (ROI)

4. Healthcare Document Issues • Managing paper-based medical records – storage and retrieval • Dealing with manual registration and admission forms • Physician completion, managing deficiencies and notifications • Need for efficient document distribution, secure access to patient information and ease of finding patient charts • Managing documents from HIS and clinical systems – integration • General forms and report management – HR and Business Office • HIPAA compliance

5. Healthcare Document Solutions • Universal capture, storage, viewing and processing of all document formats • Ability to manage documents directly from HIS, clinical and HR systems • HIPAA compliance – record classification, retention management, security and audit trails • Easy workflow – simple to set up, simple to use • Desktop and browser access • Standard components – scanners, storage, database, viewer, printing, eMail • Lowest cost – concurrent licensing, direct sales and supportfrom vendor

6. DM System Components • Database and Repository • Storage Manager • Scanning, Capture and Indexing Subsystem • Search Tools • Viewers • Workflow • Records Management • Integration

7. DM System Architecture CaptureImages, Fax, Forms, Office Documents, eMail, Reports, Statements, Records MS Windows Web Server DatabaseManagement StorageManagement Integration Business Systems Desktop Clients Browser Clients ApplicationClients Document Repository Workflow

8. DM Mistakes to Avoid • Single-purpose DM applications and add-ons • Multiple databases or repositories • Named user licenses • Storage management software pricing by volume • Capture subsystem software pricing by volume • Expensive, complex workflow • Complex application integration methodologies • Proprietary scan, store, view, print, fax or eMail • Bolt on records management functionality • Reseller pricing mark-ups and product support

9. Integrated Document Capture Scanning SMARTiDatabase Batch Scan Capture Images Commit eMail Save eMail, Office Documents, Fax, PDF, eFiles BusinessApplications Automatic Capture COLDEDI, eMail Indexing SMARTiServer Commit Index Auto-Fill Import

10. Auto-indexing • Barcode recognition • Index auto-fill from line-of-business database • OCR/ICR forms processing (data entry) • Field pick lists • Default field values • Sticky fields

11. Computer Output Capture Database • Archiving • Distribution • Customer Service Host CaptureParseIndex CompressStore Print Reports, Invoices and Statements

12. Automated eMail Archiving Database • Regulatory Compliance • Discovery Risk Mitigation • Indexed Backup • Mailbox Consolidation eMail Server Receive Send Archive Filter & Forward Receive SMTPeMail Send Auto-Index To: __________ From: __________ Subject: __________ Date: __________ AttachType: __________

13. DocumentRepository The Universal DM Repository eMail Photos Video Computer Reports, Statements Images Records Web Content Forms Fax Office Documents eForms

14. All you Need Is One • One logical repository and storage subsystem • One database • One administration system • One set of APIs for application integration • One logical client with one standard universal viewer • One vendor • One system to learn, use, configure, maintain, backup, integrate, secure and buy

15. What About Document Storage? • Just a Bunch Of Disks – JBOD • Direct Attached Storage arrays – DAS • Network Attached Storage arrays – NAS • Storage Area Networks – SAN • Optical Jukebox – WORM or MO • CD/RW • Content Addressed Storage – CAS • Magnetic Tape

16. Why Workflow Often Doesn’t Work • The concept of traditional rules-based workflow is fundamentally flawed • Too complex to build and inflexible in use • Too expensive and time consuming to deploy, maintain, change and/or grow • Most workflow deployments try to do too much

17. Paperless Workflow • Paperless work routing – physician completion, deficiencies, action requests, management approvals, transaction and case processing • Easy configuration – automates existing business processes, no rules, users still make most decisions, no BPR • Out-of-box deployment can resolve over 70% of process inefficiencies – prioritize your problems • Rapid implementation = quick ROI = success • Knowledge worker empowerment, not rigid rules enforcement • Works like instant messaging for documents with abuddy list!

18. View Work Queue

19. Case Notes Accounting Shipping/Receiving Supervisor √ Accounts Payable Complete Pend Canel NA Clear Case Notes Workflow View Administration Windows Help eForm Case Notes Accounting Shipping / Receiving Supervisor √ Accounts Payable Complete Pend Cancel NA

20. Host Application Integration

21. Desktop Application Integration Docs

22. Application Extender Tool Paste Data Copy Data Application Extender • Cerner • Eclipsys • Epic • eWebHealth • IMPAC • GE Medical • McKesson • Meditech • MediScribe • MiSys • NextGen • NPSI • OmniMD • QuadraMed • Siemens • SoftMed Index / Commit Index / Commit Docs Find Docs Paste Data Invoice Type Invoice Amount

23. Records Management • Policies, practices, technologies and management controls – to protect legal interests and comply with regulations • Information lifecycle management • Complete audit trails • Controls to ensure process consistency

24. HIPAA Compliance

25. Audit Trails

26. Document Disposition Stages

27. Company Overview • FileMark Corporation –software developer, professional services provider, direct sales and tech support, founded in 1989 • Technology –document capture, archiving and processing, records management, integration • Document Solutions –Healthcare, Financial Services, Manufacturing, Distribution, Higher Education, Local Government

28. SMARTi™ • Production Imaging – batch scanning and indexing, fax capture, workflow, application integration • Electronic Forms Management – form creation, routing, fill-in, validation, eSignatures, data integration • Report Management – computer output capture, report distribution, electronic statements, eMail archiving • Records Management – record classification, retention and disposition, audit trails, HIPAA compliance

29. William Zastrow FileMark Corporation 40 Mechanic Street Marlborough, MA 01752 billzastrow@filemark.com Tel: 800-251-0840 Tel: 508-485-3320 Fax: 508-485-5423 www.filemark.com Document Solutions