October 4, 2024
Case Study: Lifeways Partners with PROSCAN Solutions to Improve Document Management and Compliance
Client Overview:
Lifeways, a Certified Community Behavioral Health Clinic (CCBHC) based in Michigan, provides comprehensive mental health services to adults and children with emotional, behavioral, and developmental disabilities. They also offer substance use treatment, focusing on recovery and wellness. With a mission to provide accessible, community-based care, Lifeways serves a growing population across Jackson and Hillsdale counties. As their services expanded, so did the need for efficient document management and secure handling of sensitive patient records.
The Challenge:
Lifeways faced mounting challenges with physical document storage, leading to high costs, inefficient workflows, and space constraints. Thousands of records were stored offsite, costing the organization significant amounts of money in rental fees, while the manual process of locating patient information became time-consuming for staff. Additionally, Lifeways needed to ensure compliance with HIPAA and other regulations governing the storage and access of sensitive medical data.
The Solution:
To address these challenges, Lifeways partnered with PROSCAN Solutions, a leader in document scanning and digital document management services. PROSCAN implemented a tailored document scanning solution that converted Lifeways’ paper records into easily accessible digital formats. This digital transformation allowed for:
- Instant access to records: Staff could now search for and retrieve patient information within seconds, enhancing communication across departments and with external providers.
- Reduced storage costs: By digitizing documents, Lifeways eliminated the need for offsite storage, saving thousands of dollars annually in rental fees.
- Regulatory compliance: PROSCAN ensured HIPAA compliance by providing secure document handling and encryption during and after the scanning process, giving Lifeways peace of mind regarding the protection of sensitive patient data.
- Reclaimed office space: With physical documents no longer taking up storage areas, Lifeways was able to repurpose valuable office space for more mission-critical activities.
The Results:
Through their partnership with PROSCAN Solutions, Lifeways realized significant operational improvements:
- Cost Savings: Lifeways saved thousands in storage costs by eliminating the need for offsite facilities. Additionally, digitising records reduced the need for paper, printing, and manual labor, creating further cost efficiencies.
- Improved Efficiency: The ability to search for and retrieve digital records in real-time enabled staff to better serve patients and streamline internal operations. This also improved the speed of sharing documents with other providers, enhancing care coordination.
- Enhanced Security: With digital records protected by encryption and access controls, Lifeways improved its overall data security posture and met compliance requirements for HIPAA.
Testimonial:
Lifeways expressed deep satisfaction with PROSCAN’s personalized approach and their understanding of the organization’s needs. A Lifeways representative highlighted how PROSCAN’s service had “saved us all thousands and thousands of dollars in storage costs, this what document scanning for healthcare is all about” and made it easier to share documents across the organization and with external partners. The ability to instantly access records has also been a game-changer for patient care, allowing staff to find important information and communicate with healthcare providers quickly.
Final Thoughts:
Document scanning for healthcare in this scenario involves the partnership between Lifeways and PROSCAN Solutions is a clear example of how document digitization can dramatically improve operational efficiency, reduce costs, and enhance compliance with regulatory requirements. By transforming its document management processes, Lifeways has not only saved money but also improved its ability to deliver high-quality care to its patients.