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ZyloMed Transcription & Documentation Automation Services For Improved
Profitability Efficiency Productivity
Your Urology Practice Somewhere in Southern West Virginia
Princeton, Lewisburg, White Sulfur Springs
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Company History• Highly specialized, vertical focused organization • Ten (10) years plus of experience in healthcare• Core strength are knowledge, experience & expertise in
transcription & the medical records• 250+ customers over 3,000 providers & 8,000 users• 300 part & full time employees• Corporate Headquarters in Bonita Springs, FL & National Sales
office in Raleigh, NC• Accentus, Inc. , Ottawa, Ontario recently acquired ZyloMed• Privately funded & founded in 2001 • Canada’s largest Transcription & Integrated Medical Document
Management Solutions company• SaaS offering in a flexible & scalable delivery for our best-in-
breed solutions
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Customer Focused Mission
Susan Sumner CEO Founder
“…my primary goal in and with this organization, is not to sell accounts, but to assure that the accounts we sell become our biggest supporters.”
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Community Focused Mission
Provides hundreds of US jobsKeeping America strong
Workforce 100% US
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States
2006: 11 States2007: 16 States2008: 22 States2009: 29 States2010: 38 States
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To Get to the Inquiry application
On the computer click InQuiry logo or open the web site at Https://www.emdat.com/inquiry/
Username: bhapy Password: . . . . . Client: SCFMds
Click Login
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Home Tab and Workflow Summary
BHAPY SCFMdsThe program says hello.
All documents in working digital folders
User Menu & Important Updates BHAPY SCFMds Workflow Summary
Tabs
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“Inquiry Workflow”Workflow Process Medical Document Workflow
Transcription Process
Bhapy dictation
Bhapy to review
Bhapy to approve
Bhapy to printBhapy to Safe
Bhr 1
Bhr 2
BHAPY SCFMdsTabs
Sections
Bhapy DUMP
Grey not in use
Digital Folders
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System Workflow Diagram
iPhone/iPad/iPod TouchDROID (new)
ZyloMed Mobile
Digital RecorderOther Audio Sources
ZyloMed InSync
Telephone DictationZyloMed InTouch
File Exports
Automated PrintingShadowPrint
Interfacing EngineShadowLink
Streaming TCP/IP
All communications secured via 128-bit SSL encryption (All the long BLUE ARROWS )
Transcription& QA Process
InScribe
End-User Portal
Inquiry
Dictation Sources
Automated Fax DeliveryAutoFax
ZyloMed Web Cloud
EMREHRHISPMRIS
Workflow Management & Configuration
InCommand
Illustrates the integration of the software and
applications.
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ZyloMed Transcription Platform • Totally integrated software programs• Powerful AutoFax and fax on demand• Depending on the your requirements, you may use
some or all software • You pay one flat line rate for all services
InSync InScribe ShadowLink ZyloMed Mobile InCommand ZyloMed AutoFax InTouch Inquiry ShadowPrint
1 invoice monthly all inclusive
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InSync
• Synchronizes MD’s recorder with ZyloMed servers, anywhere the Internet is available
• Automated & requires no user intervention • Resides on any desktop or notebook• Runs in the background when it is on • Files compressed & encrypted (128-bit SSL)
prior to sending
128-Bit SSL
Sweep voice files every 30 minutesUser ID, date & time stamped at transmission for QA
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ZyloMed Mobile
• iPhone, iPad, iPod Touch (with an external mic) & now the Droid
• Interface with PM RIS HIS to get schedule• Review all appointment listings• Create dictations & submit voice file • Mobile review & e-sign by cell
128-Bit SSL
ZyloMed Servers
Instantaneously delivered, user ID, date & time stamped for QA
Auto loads MD’ daily schedule
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InTouch
• Emulates any telephone dictation system• Programed Touch keys to match clinician’s method of dictation• If one doctor touches “2” to record & another doctor touches “7” to record, it emulates these systems for each• Little or no change in the clinician’s method
ZyloMed Servers
128-Bit SSL
Instantaneously delivered, user ID, date & time stamped for QA
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InScribe
• Robust transcription program • Designed by & for transcriptionists• 128-bit SSL encryption all data transfer • Powerful Microsoft Word features built into the
integration of all applications • Unique user ID & Password required by each
transcriptionist to access the internet
ZyloMed Servers
128-Bit SSL 128-Bit SSL
3MT/MD QT saves $
Instantaneously delivered, user ID, date & time stamped for QA
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InCommand
• HIPAA-compliant application • Manage the day-to-day dictations &
transcriptions of the MT company • Report control center & all tools to add, modify
or delete transcriptionists & their work pools • Inventory & status of all dictations quickly seen
by MTSO managers
ZyloMed Servers
128-Bit SSL 128-Bit SSL
QA: TAT, FAX failure, line character counts, associate referral volume, provider bottlenecks, deficiencies, inefficiencies, MT quality stats, appointment comparison, “you define it” reports
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Inquiry
• Web-based application (ZyloMed Web Cloud)
• Manage daily transcription workflow • Used by the clinicians & staff • View, edit, print & electronically sign
transcriptions on-line through the web browser• Increases efficiency dramatically
ZyloMed ServersZyloMed Servers
128-Bit SSL
128-Bit SSL
Safe Data?
Safe Data?End User “HomeBase” always
on always ready 24/7/365
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ShadowLink
• Software safely and securely automates the entire process of transferring data between disparate healthcare systems, whether transferring ADT information, importing patient schedules or receiving transcriptions back into an EMR/EHR.
• By accessing information providing by a RIS, HIS, EMR or Clinical Repository, transcriptions can be completed and delivered more quickly and accurately
• All interfaces are custom written by ZyloMed’s interface team at no charge
• ZyloMed and its interface partners have successfully interfaced with over 400 systems
128-Bit SSL
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AutoFax
• Documents will Fax automatically based on predetermined rules or with two mouse clicks
• Referring doctor names and phone numbers are preloaded and stored
• Fax status indicates if a fax has been successful, or if it is still pending or has failed
• Resending the fax to the same fax number a second time is accomplished with two mouse clicks
ZyloMed servers
128-Bit SSL 128-Bit SSL
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ShadowPrint
• ShadowPrint is the automated printing feature available through InQuiry or InComand
• When transcriptions reach a pre-defined trigger point in the Inquiry workflow, a Shadow Print Rule automatically prints a transcription to the location specified
ZyloMed Servers
128-Bit SSL 128-Bit SSL
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Safe Audit Secure
• ZyloMed meets or exceeds all HIPAA requirements and have been reviewed by 2 HIPAA compliance officials
• Accessibility: All have unique user names & passwords• Auditing: All access to patient information is recorded
for auditing : including edits, printing, viewing, etc.• Security: All file transfers 128-bit SSL encryption at all
times
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Accessibility
• All users have unique• user names• passwords
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Audit: Activity Log
• The activity log tracks activities performed by the transcriptionist, providers, and the associated users.
• There are four columns in the Activity Log table. Older activity entries are in “View Archived” link.
*Date: The date and time *Action: A brief description of the action *Action By: The user ID or name of the individual
*Type: The type of login.
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Example:
Click “view archived” link to see older activities.
Activity Log
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Architecture and Security
• System Architecture & Security Encapsulation of the entire connection ensures the security & availability of your documents & all patient information
• All file transfers use 128-bit SSL encryption at all times• Voice & Text platform, use state-of –the-art hardware & software
protocol & certification standards which includes:– 1024-bit THAWTE Encryption Certificate– Microsoft SQL Server 2005– Windows 2003 Server– HTTPS Secure Transfers
128-Bit SSL 128-Bit SSL
Risk Management Assurance Secure Data Protection Best-in-Breed
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Data Storage
• Multiple data centers store all client data• Redundant servers ensure data availability• Firewalls & LAN architecture meet and exceed
client bandwidth needs & more• Architecture anticipates & scales to demand • Powerful routers run at gigabit speeds• 100% uptime with data availability 24/7/365
128-Bit SSL ZyloMed Servers
Tried and True Fast Efficient Reliable Technology with Muscle “IT” working for you , Not you working for “IT”
Happy Doc! Unhappy Doc!
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ZyloMed-Accentus Medical Document Automation
• *
• From providers voice to patient chart or electronic patient record in the EMR or EHR
• Robust Medical Transcription platform• Improve Profitability, Efficiency, & Productivity
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Who can help me understand how you create your transcription document?
• From providers voice to patient chart or electronic patient record in the EMR or EHR
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Link Key
• InCommand• AutoFax
• Company History• To Get to the Inquiry Application• Home Tab and Workflow Summary• Inquiry Workflow• System Workflow Diagram• Medical Document Automation• Accessibility• Loomed Transcription Platform• InScribe• Safe Audit Secure
• How do you create a document?
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Qualified Text Savings
Standard Report$2.99
QT Fully Implemented$2.42
Savings: $0.57 or 19%
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ZyloMed and Meaning Full Use
Mr. Williams returns for follow-up. He is a 78-year-old patient who was seen three weeks ago…
He is doing well. Denies fever, headaches, sore throat, chest pain, shortness of breath, cough…
VITALS: Stable. HEENT: There are no oral lesions. NECK: No lymph nodes. LUNGS: Clear to auscultation…
A 24-hour urine collection showed a proteinuria of 173 mg in 24 hours. He had an M-spike in the urine of 48% with free kappa light chains of 120. In the blood,…
1. Mr. Williams has three very small monoclonal proteins in the blood. The highest titer is an IgM spike, which could indicate early stage macroglobulinemia…
Through the inherent power of HL/7, reports can be imported to the proper sections of the encounter within the EMR.
DaRT Discrete accurate reportable transcription
ZM dramatically impacts meaningful use fulfillment by minimizing operational change and completely eliminate physician productivity loss.
It tags transcription content [(Eg. Medical History (HPI), Systems (ROS), Physical Exam (PE), Laboratory Date (Lab), Assessment Plan (Dx & Plan)] and discretely populates your EMR/EHR automatically, as if the clinician had entered it themselves. It can automatically populate a physician’s entire SOASP Note.
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Reporting Capabilities
• Production ReportsTranscription Listing, Associate Referral Count, Document Counts
• Workflow ReportsAction Monitor, Workflow Monitor, Dictation Upload Summary, Appointment Comparison Report, TAT Reports
• User Reports: Each MD, DO, PA, NP, each associate user: PM, MA, MR, IT
• Miscellaneous ReportsTelephone Dictation Instructions, Transcription Comments, Associate Listing, Referring User Listing, Failed Faxes, Physician TAT
• Export to ExcelAll reports can be exported to Excel for Advanced FunctionsReports can be saved and scheduled
• Restricted by UserReports can be limited by the user for security
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Why ZyloMed – We Save You Money• VIRTUALLY NO CHANGE
• Track your transcription workflow from dictation thru delivery
• Improved report TAT (Avg. 2-1/2 hrs. for radiology and 14 hrs. others)
• Real time corrections or edit capabilities
• HIPAA compliant – all systems reviewed by two HIPAA consultants
• Multi location viewing capabilities
• Customizable structured workflow with online document storage
• Graphical / textual electronic signature
• Integration with EMR and other HIS
• Qualified Text Transcription
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ZyloMed Summary
• Transition to ZyloMed is easy to use 15 minutes training for Physicians 30 minutes training for office staff Modular application
• ZyloMed MTs are all US-based
• 4 to 24-hour turnaround on transcribed reports
• 3 MTs fully trained for each provider or use the software with your transcription team
• Full integration into EMRs and other HIS, at no charge
• Ability to help your organization meet meaningful use requirements with discrete data interfacing and conversion
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Next Steps:-Send 5+ sample charts-Submit proposal-Review proposal-Schedule demo with others
Contact Bob Hapner at:[email protected]
Or Call 770-464-9376 or 678-725-5752
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Epic Recognition
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Epic Connectivity
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Loomed Can Capture it All
The strategies, methods and tools used to capture, manage, store, preserve, and deliver unstructured content and documents related to key organizational processes
Content Management
First ResponderInformation
Test Results Insurance / Care
Instructions
Admission Information
X-rays / injury photos
Lab ResultsPrescriptions / Dosage
Patient HistoryConfidentiality
FormsElectronic
Clinical Notes
PhysicianRecords
Virtual Patient File
Dictation
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Document Imaging Workflow
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Loomed Accounts• 21st The Center for Cancer Care: Princeton, WV • 21st Greenbrier Radiation Oncology: Lewisburg , WV (I ½ hr) • John Theurer Cancer Center Hackensack University Medical
Center: Hackensack, NJ (10 hr) EpicEHR
• Wellington Orthopedics and Sports Medicine: Cinncinati, OH (5 hr)– Improved work flow efficiency produced bottom line profitability
realization of over $100,000 in the first year alone
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Loomed Headquarters Bonita Springs, Florida
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Loomed Corporate Headquarters Bonita Springs, Florida
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Loomed National Sales OfficeRaleigh, North Carolina
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Accentus, Inc. HeadquartersOttawa Ontario Canada
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Accentus, Inc. HeadquartersOttawa Ontario Canada