ONBASE CASE STUDIES AND SUCCESS STORIES · 2020. 4. 30. · RPI Consultants | Learn more at ....

Monday, December 2, 2019 Slide 1RPI Consultants | Learn more at www.rpic.com.

Presenters: Wednesday, April 29, 2020

ONBASE CASE STUDIES AND SUCCESS STORIES

Cailen Myers

RPI Consultants Senior OnBase Consultant Cailen Myers wraps up our 2020 OnBase Webinar Series with an overview of OnBase products, modules, and solutions she implemented during her tenure as a Senior System Administrator for a large midwestern healthcare organization. In this presentation, she shares technical information as well as the success stories of these solutions - how OnBase made work easier for end users.


2020 ONBASE WEBINAR SERIES

+ Upgrading to OnBase Foundations

+ OnBase for Healthcare

+ OnBase Mobile for Tablets

+ AP Automation with OnBase

+ Migrate Report Services to Reporting Dashboard

+ Epic Integration Upgrades

+ OnBase Forms Solutions

+ OnBase for HR

+ OnBase Case Studies & Success Stories

www.rpic.com/webinars


MEET THE SPEAKER

Cailen MyersSenior OnBase Consultant

+ 10+ years of experience designing, implementing and supporting OnBase

+ Specialized in Healthcare and EMR/ERP Integration

+ Certifications include: OnBase System Admin, OnBase Advance System Admin, OnBase Workflow Admin, OnBase Advance Workflow Admin, OnBase Support Engineer, EPIC Deficiency Tracking, EPIC Identity, EPIC Release of Information

+ Mom to 3 Siberian Huskies, loves baking and scrapbooking


MEET THE SPEAKER’S HUSKIES


AGENDA

+ Past Webinars

+ Proven Solutions

+ Summary & Questions


DISCLAIMER

+ This Webinar is Not Produced or Endorsed by Hyland or Epic

+ The Information in this Webinar is Current as of April 2020

+ The Advice and Content Contained in this Webinar is Educational Only and Based Solely on the Experience of RPI Consultants


PAST WEBINARSThis is a highlight of the webinars that I did as part of the 2020 OnBase Webinar series.


Upgrading to OnBase Foundations

+ Hyland’s new product versioning strategy

+ Most feature-rich

+ More stable

+ More secure

+ Improvements for users and admins

+ New video features

+ More frequent updates and enhancements

+ Make upgrades easier



+ Series of releases that lead up to LTR release

+ Include bug fixes from the previous release, incremental enhancements, new features

+ EPs will not get and backported security fixes or bug fixes

+ Expect 3-4 releases per year

Enhancement Pack (EP) Long Term Release (LTR)

+ Long-term supported release

+ Similar to current versioning (16, 17, 18)

+ Corrects critical security fixes, task force issues, and critical bug fixes

+ Expect one release per year


Upgrading to OnBase Foundations+ Mobile Broker not Available in Foundation EP1

- If a customer upgrades to OnBase Foundation and needs Mobile Broker, need to use IPUP, utilizing older version of OnBase in parallel with Foundation.

- Plans for a more defined mobile plan with Foundation will tentatively be available in 2020

+ Unity Scheduler Must be Running on OnBase 18+- Ensures necessary maintenance tasks are automatically performed - Unity Scheduler Service from previous versions must also be upgraded to

18+



• As of December 31, 2018, version 13.0 and below are subject to the Extended Support Fee

• After December 31, 2019, version 14.0 and below will be subject to the Extended Support Fee






OnBase for Healthcare

+ High Availability, Up-time Requirements

+ Interoperability

+ Patient and Account Merges

+ Re-indexing Patient Records & Audit Trails

+ Medical Supply Management



+ Protected Health Information

+ Patient Access & Security

+ Prescribing & Orders

+ Signatures



+ Administrative- Departments and solutions related to the business of running the

healthcare enterprise

+ Operational - Departments and solutions related to the operations or delivery of clinical

services across the healthcare enterprise

+ Clinical- Departments and solutions related to the delivery of patient care within the

healthcare enterprise



AdministrativeAccounts Payable & Invoice

Processing

Human Resources Automation

Materials Management

Patient Financial Services

Operational Admitting & Enrollment

Patient Registration & Access

Medical Research

Faculty Affairs

Employee Resources Groups

Financial Counseling

ClinicalAmbulance Records &

Emergency Department

Health Information Management / Medical Records

Patient Merges & Document Re-indexing


OnBase Mobile for Tablets

+ Access more complete patient

information from mobile devices

+ Securely capture images,

signatures and patient data

+ Support more informed decisions

and diagnoses



OnBase Mobile Healthcare 18.0.5 for iOS as of 11/8/19Download the new OnBase Mobile Healthcare 18 release for iOS devices via the App Store. Newly added features include:

+ Compatible with iOS 13

+ Bug fixes

+ Security improvements

+ Dutch language support

OnBase Mobile Healthcare 18.0.7 for Android as of 11/18/19Download the new OnBase Mobile Healthcare 18 release for Android OS devices via the Google Play store. Newly added features include:

+ Compatible with Android 10

+ Bug fixes

+ Security improvements

+ Dutch language support



+ Immediate approval and routing decisions, significantly reducing the time required

+ Eliminate dependency on disparate systems, such as email, phone calls and voicemail

+ Real-time interaction with OnBase documents and processes regardless of location

+ Improve the cost efficiency and effectiveness of your current OnBase solution.

+ Convenient access to documents and processes while on-the-go.

+ Make familiar or repetitive Workflow decisions quickly and easily.+ Leverage your company’s existing mobile device investments.



Workflow Custom Queries



+ Users with permissions can upload photos from:- Device Photo Gallery- Device Camera

+ Users assign Document Type and index

+ Users upload photos into OnBase

Upload Forms

+ Fill out Unity Forms



+ Speed up the payment process by delivering approval tasks to employees in an intuitive, accessible app

+ Increase visibility into approval decisions with process histories and commenting features

+ Reduce process bottlenecks by increasing accessibility for management and allowing them to make decisions on their preferred device

+ Eliminate common errors with easy-to-use tasks designed specifically for the approver role


Accounts Payable & Invoice Processing

+ Physical documents passed back and forth+ Continuous email streams+ Loss of documents+ Duplicates+ No line of sight+ No accurate reporting+ Manual invoice data entry



+ Reduce Costs- Process more invoices faster with less overhead- Qualify for Early Payment Discounts- Avoid late payment penalties

+ Reduce Errors- Employees focus only on exceptions/ poor quality images

+ Reduce Delays- Increase percentage of ‘straight through’ invoice processing

+ Increase Visibility



+ Yoga Email Capture

+ OnBase Mailbox Importer

+ OnBase Scanning or Sweep

+ OnBase EDI processor

Capture Invoices Capture Data+ Brainware by Hyland

+ Kofax Total Agility

+ Kofax ReadSoft

Integration+ Yoga Connect

+ App Enabler



+ Infor APIA

+ OnBase Workflow

+ OnBase Workflow Approval Management

Approvals


Report Services to Reporting Dashboards

+ What is the end-of-life date for Report Services?- Tuesday, December 31, 2019

+ What is the last version of OnBase with Report Services?- OnBase Foundations EP2

+ Will Hyland still support Report Services?- Based on maintenance agreements and OnBase Module Support Lifecycle

+ Why is Hyland Sunsetting Report Services?- Reporting Dashboard has always been go-forward OnBase Reporting Tool- Reporting Dashboard now has parity with Report Services



+ Is there a cost for using Reporting Dashboards?- Reporting Dashboard requires a new license and Unity Client Server License- Reporting Services can be turned off after migration or end-of-life support

+ What features are missing from Reporting Dashboards?- Reporting Dashboards has complete feature parity with Reporting Services

+ How do I move all my reports from Report Services?- OnBase Foundation includes report conversion tool



+ Are you able to schedule Reporting Dashboard reports?- Yes, using the Unity Scheduler

+ Do Reporting Dashboard reports update in real time?- Report will be current at time of run, also includes “Refresh” option

+ Can you report on Document Knowledge Transfer?- Eventually, possibly as early as Foundation EP3

+ Do you have to have the Unity Client?- Yes, but future versions will be web-based and not require Unity Client



+ How is the performance for Reporting Dashboards?- It is about the same as Report Services - It is always best to write any SQL reports in test and have a DBA look over

them before moving into Production- Also, keep in mind that Dashboards run on the Application Servers so every

organization will be different



+ Reporting Dashboards Was Introduced In OnBase 14+ Immediate Visibility Into System And Business Health+ Create And Share Dashboards

- Highlight important business data without engaging IT resources

+ Present data in a variety of graphical formats - Including charts, graphs, scorecards, gauges, maps and more

+ Interactive Features - Easily monitor performance and analyze trends in real-time

+ Accessed from the Unity and Web Clients- In addition to standard web browsers, including mobile browsers, providing greater accessibility

+ Quickly View And Interpret Relevant Data- To make proactive business decisions



+ Point-and-click Dashboard Designer allows business users to create their own dashboards without any coding

+ Share dashboards with other OnBase users while controlling access permissions

+ Interactive dashboard items allow users to dynamically update, filter and drill down into specific business data

+ Display Actions allow users to open related documents, Workflow Queues, WorkView Objects, and Folders by simply clicking on relevant data

+ Reporting Web Viewer provides access to dashboards from web browsers, including mobile, extending them beyond the Unity and Web Clients

+ Data Provider Wizards provide step-by-step assistance for creating new data sources for dashboards; additional data providers can be created using custom SQL

+ Schedule Data Provider execution by utilizing Unity Scheduler

+ Granular security and permissions protect sensitive data and content as well as control how users interact with dashboards

+ Export dashboard data to Excel for further processing and evaluation

+ Upload dashboards directly into OnBase as an image file for archival purposes



+ Agenda & Minutes

+ Custom SQL Query

+ Distribution Service

+ Document Imaging Query –Time in Queue

+ Document Imaging Query –Time to Process

+ Document Query

+ Plan Review

+ Workflow Activity

+ Workflow Approval Activity

+ Workflow Approval Configuration

+ Workflow Approval Delegation

+ Workflow Approval Items

+ Workflow Configuration

+ Workflow Inbox

+ Workview



+ Conversion Tool Available in OnBase 18+ - Transforms reports into custom SQL data providers

+ “Convert Reports from Report Services”- New option in the Create Data Provider Wizard- Generates custom SQL data providers using an XML export file - New data providers are used as data sources for dashboards

+ Leverage 180+ Pre-built Reports from Report Services- Automatically create SQL queries to replicate within Reporting Dashboards - Additional features never-before available in Report Services


Report Services to Reporting Dashboards+ Log into Unity Client

+ Select Reporting

+ Select Administration

+ Select Create New Data Provider


EPIC Integrations

+ Integration for EPIC MyChart + Signature Deficiencies for EPIC+ OnBase Viewer+ Scan Acquisition Server (SAS)+ EPIC Front Office Scanning

(FOS)+ EPIC Release of Information

Integration+ EPICCare Link Integration

+ EPIC Image Retrieval API Integration

+ EPIC Welcome Integration+ OnBase Patient Window (OPW)+ OnBase Integration for EPIC

Canto + OnBase Integration for EPIC

Haiku


EPIC Integrations

+ See webinar for licensing information and steps for upgrading


OnBase Forms Solution

+ HTML E-Forms- Signing E-Forms- Added to Reading Groups in Document Knowledge Transfer- Workview- Custom Queries

+ Unity Forms- Custom Forms

+ Image Forms- Regulated Forms


OnBase For Human Resources+ Lost documents

+ Missing information

+ Document condition

+ Legible

+ Cost

+ Document Order

+ Validation & review

+ Document location

+ Audits

+ Tracking changes

+ Tracking history

+ Reporting

+ Security

+ Standardization


OnBase For Human Resources

+ Mimic existing HR folder structure

+ Security

+ Auto-foldered

+ Identify missing documents

+ Example of Use Cases:- Employee Files- Worker Compensation- Employee Assistance Programs- Training material and attendance records



+ Enforces a structured retention policy+ Time based retention+ Event based retention+ Minimize legal risks+ Place holds on records+ Destruction+ Saves storage space



+ Employee gets notification to read & acknowledge a policy or procedure

+ Employee can acknowledge they read the document

+ Assessments

+ Compliance Report


PROVEN SOLUTIONS I am going to share my OnBase experiences over the past 10 plus years that I have been supporting it.


PAST EXPERIENCES

+ Reporting Dashboards for Accounts Payable- Saved AP staff two days of manual work during month end processing

+ Faxes and OnBase Workflow in Emergency Department- EMS run sheets are faxed and then swept into OnBase. ED staff index them and

they are in EMR within 2 minutes. Providers are able to make medical decisions

+ Folders in Faculty Affairs- Moved all paper files to OnBase files & folders and were able to use for

accreditation

+ Advance Capture and OnBase Mobile for Inpatient Units- In 2014 we were the first public/safety-net health system to achieve Stage 7 HIMSS

EMRAM


PAST EXPERIENCES

+ Folders, Unity Forms and Workflow for Human Resources- Able to repurpose 1.5 FTEs

+ E-Forms and Workflow for Supply Chain- Created a paperless process to replace 750 requisitions a month

+ SigPads with Front Office Scanning for Registration- Saved 2 locations $37,000 over 3 years


SUMMARY & QUESTIONSRPI Consultants Senior OnBase Consultant Cailen Myers wraps up our 2020 OnBase Webinar Series with an overview of OnBase products, modules, and solutions she implemented during her tenure as a Senior System Administrator for a large midwestern healthcare organization. In this presentation, she shares technical information as well as the success stories of these solutions - how OnBase made work easier for end users.


SUMMARY

Thank you for attending #WebinarWednesday with RPI Consultants and our 2020 OnBase Webinar Series. Find this webinar recording and all previously recorded webinars online at www.rpic.com/webinars.

+ Past Webinars

+ Past Experience

+ Summary & Questions

Learn More at www.rpic.com/OnBase


FREE AUTOMATION ASSESSMENT

+ Identify Enhancement Opportunities for Current Solutions- Intelligent Data Capture enabled automation - Automated decisions and tasks to reduce errors and delays

+ Identify Opportunities for new Solutions & Departments - Automated ancillary workflows and processes related to current solution - Completely new departments and workflows

+ License and Module Inventory - Understand what you’re using and what you’re not- What can you be doing with what you have already


ADDITIONAL RESOURCES

+ Upcoming and Previously Recorded Webinars - www.rpic.com/webinars

+ OnBase Knowledge Base- www.rpic.com/kb

+ OnBase Professional Services - www.rpic.com/onbase

http://www.rpic.com/webinars

http://www.rpic.com/kb

http://www.rpic.com/onbase


2020 ONBASE WEBINAR SERIES

+ Everything you Need to Know About Upgrading to OnBase Foundations

+ OnBase for Healthcare+ OnBase Mobile for Tablets+ AP Automation with OnBase+ Migrate Report Services to

Reporting Dashboard

+ Epic Integration Upgrades + OnBase Forms Solutions + OnBase for HR+ OnBase Case Studies &

Success Stories

www.rpic.com/webinars


ABOUT RPI CONSULTANTS

+ 100+ Full-time Consultants- Including Project Managers & Architects

+ Based in Baltimore, MD - Additional offices in Phoenix, AZ; Tampa, FL,

and Kansas City, MO

+ Technical & Professional Services - Technical Strategy & Architecture - New Installations, Upgrades, & Migrations - Process Analysis, System Design, Implementation - Managed Services & Staff Augmentation - Project & Change Management

Product / Vendor Partnerships

Alliance Partner CloudSuite™ Specialized


HYLAND AUTHORIZED SOLUITON PROVDIER

+ Service Provider / License Reseller- Perceptive Content (formerly ImageNow) - Enterprise Search - Brainware (formerly Perceptive Intelligent Capture)- OnBase by Hyland

+ Industry & Solution Expertise - Accounts Payable & Financial Process Automation- Human Resources / Human Capital Management - Student Transcripts & Applications - Healthcare, Manufacturing, Higher Education,

Public Services & Government

“Hyland’s content services capabilities empower organizations

to build unlimited tailored solutions while also providing the ability to complement other core

applications through robust integration options.”

- www.hyland.com

ONBASE CASE STUDIES AND SUCCESS STORIES · 2020. 4. 30. · RPI Consultants | Learn more at ....

Documents

Transcript of ONBASE CASE STUDIES AND SUCCESS STORIES · 2020. 4. 30. · RPI Consultants | Learn more at ....