What is Solarity?


Helping Healthcare Systems maximize their strategic investment in an electronic document management system (EDMS).

The Gap

After launching an electronic health record (EHR) or electronic document management system (EDMS), many hospitals and clinics still have paper in their patient medical records, including consent forms and documentation from outside facilities.

  • In fact, a typical 100-bed hospital scans an average of 1 million document images a year.
  • For larger scale health systems, the number of scanned images can exceed 4 million a year.
  • Of the types of documents that still exist in paper form, approximately half are essential for patient care at the time they are created or presented by the patient.

The Solution

Our Solarity® solution complements all electronic content management systems with significant improvements in scanning productivity and quality in pre and post-discharge document capture. Utilized in both acute and ambulatory settings across North America, Solarity delivers complete electronic patient charts to clinicians for comprehensive patient care in less than one hour. With these improvements, our clients see the value of productivity gains far beyond the cost of our solution.

Key Value Components

Maximizes the Strategic Investment in a EHR platform

The investment in an electronic health record (EHR) platform for clinic and hospital use is currently not being realized due to:

  • Time is currently being wasted by physicians and nurses looking for information in the EHR system.
  • Physicians and nurses are currently not looking in the EHR system for patient medical records, it’s assumed that the information will not be found (current state/culture), which results in potentially life threatening and costly mistakes.
  • Unable to find information or not always looking results in more duplicate tests between the clinics and hospital, which may not be reimbursed for in the future.
  • Inconsistencies in indexing of documentation at the clinic results in the hospital not being able to find the required documentation. (Order level matching)

Complements current and future EHR initiatives.

Complement and enhance current or planned EHR initiatives. Solarity does not replace a facility’s EMR or EDMS, but instead complements these systems and provides significant improvements in productivity and quality.

Minimal IT staff resources required

Requires minimal IT staff resources. EDCO is dedicated to your success. This commitment has shaped every aspect of our training, implementation, and ongoing support methodology

Citrix Compatible

Dedicated Contacts

Upon contract signing, you will be assigned a dedicated project manager and technical lead who will gain a thorough understanding of your needs, and assist you throughout implementation.

Onsite Training

We know training on the Solarity software and process is critical to success. For that reason, EDCO provides up to three days of hands-on training for your key leaders at our Springfield, Missouri, location. Onsite Training will be packed with valuable knowledge in areas including:

  • Model Building – This session will include a detailed, practical understanding of the Solarity Model Builder While onsite, participants work closely with subject matter experts to build and refine their first model using the application. The first model is critical to achieving a high level of automatic recognition early in the implementation process.

Prior to leaving the in-person training session, participants run the healthcare facility’s documents through the recognition engine for additional document type testing to ensure a high level of accuracy prior to the conclusion of the workshop.

  • WorkflowIn-person training at EDCO provides the knowledge and resources needed to understand and map current processes to the best practices provided by EDCO. This section of training enables participants to work with Solarity subject matter experts to learn best practices which can be applied directly upon departure.

Post Go-Live Support

After go-live, EDCO continues to support customers through the process of optimization. Ongoing support is available through virtual sessions and telephone consultation. Additional professional services are available to address unique operational challenges, or new departmental initiatives not contained within the scope of this proposal.

Continuous Improvement

Based on the needs of our customers, new features and functions are constantly being developed to enhance the Solarity product. These enhancements are released at no additional charge to existing clients.

Accelerate revenue cycle

Accelerate the Revenue Cycle by reducing accounts receivable (Days Not Final Billed, DNFB).

Minimize Lost Revenue

Minimize Lost Revenue by reducing the liability of missing documents required for billing purposes.

Grow as your needs grow

Grow as needs grow with minimal EHR document processing IT support. After go-live, EDCO continues to support customers through the process of optimization. Ongoing support is available through virtual sessions and telephone consultation. Additional professional services are available to address unique operational challenges, or new departmental initiatives not contained within the scope of this proposal.

Budget-neutral / Cost-saving scenario

With high quality and consistent indexing, our clients see the value of productivity gains far beyond the cost of our solution. Solarity complements all electronic content management systems with significant improvements in scanning productivity and quality.

No upfront software capital investment or ongoing software maintenance costs
 
Reallocate Resources

Creating a budget-neutral or cost-saving scenario through reductions in scanning and indexing costs, FTEs, etc. that can be reallocated to focus on the hospital’s top priorities.

Restore managerial time to focus on critical hospital projects. (Meaningful Use, ICD-10, HIMSS Stage Level 7, etc.) For example, to reach HIMSS Stage 7, clinically relevant documents must be available in the EMR electronically within 24 hours of creation. Capturing documents at the Point Of Care using Solarity Scan enables healthcare facilities to meet this requirement.
 
Improve Physician, Medical Staff and Patient Satisfaction

Improving physician satisfaction by making record completion easier and more convenient. A fully electronic chart, including historical patient information, coupled with an electronic record repository that allows for electronic signature and completion, improves physician satisfaction and EHR adoption.

Eliminate the Hybrid Patient Record

Eliminating the hybrid record environment comprised of a patient record saved in a variety of places and forms. Create a fully electronic chart, including historical patient information, coupled with an electronic record repository that allows for electronic signature and completion, improves physician satisfaction and EHR adoption.

No Bar Codes or Separator Sheets Required

No Bar Codes or Separator Sheets required with Solarity Scan. Using Solarity Scan the document prep process is all but eliminated. Users simply sign on using their existing hospital credentials, remove staples from documents, and insert a stack of loose documents into the scanner. These batches can contain multiple patients and multiple document types without requiring bar code labels or separator sheets.

Solarity Scan was designed with two distinct purposes.

  • Streamline high volume scanning and eliminate manual steps in the HIM department.
  • Create a very simple interface for clinical and non-clinical staff members to scan documents at the point of care.

Minimize Document Prep

Using Solarity Scan the document prep process is all but eliminated. Users simply sign on using their existing hospital credentials, remove staples from documents, and insert a stack of loose documents into the scanner. These batches can contain multiple patients and multiple document types without requiring bar code labels or separator sheets.

Import Electronic Files

Import Electronic Files from email, CDs, USB drives, or other media eliminating the need to print and rescan documents. Solarity Scan also provides users the ability to import electronic files from email, CDs, USB drives, or other media.  Additionally, the software can automatically import faxes. This software feature eliminates the need to print and rescan documents, which is a common process for indexing faxed documents by many HIM departments today.

Modify a Scanned Document

Modify a Scanned Document without rescanning the entire batch. Once documents are scanned, Solarity’s simple interface allows users the ability to add, delete, replace, or rotate a page in a single click without rescanning the entire batch. When scanning at the point of care, users can also add a comment to a specific page electronically. This allows clinical staff to communicate with centralized HIM staff regarding the type of document, but retains control of indexing quality in HIM.


Achieving 99% or greater Accuracy Rates

Solarity Review improves indexing accuracy with a guaranteed accuracy rate of 99% or greater.

  • Automatically Recognized Documents
    Solarity enables healthcare operations to achieve remarkable productivity rates by automatically identifying document types. This means that HIM team members are no longer required to review every document page-by-page.
  • Detect Missing or Misfiled Pages
    Solarity gives users the ability to detect misfiled pages and missing pages. This feature assists HIM staff in identifying mixed patients and when a document is sent to HIM without all required pages such as a multipage consent form.
  • Quality Confirmation Sampling
    Using statistical analysis, EDCO will provide the number of batches required for sampling in order to be confident in indexing quality. Based on that recommendation, the software can be configured to automatically route the appropriate number of batches to a workbasket for quality control (QC) review. The QC user can review each document in the batch to confirm proper indexing, and report errors found using specific error codes such as “incorrect document type”. Errors are tracked by individual reviewer and made available in Solarity’s dashboard reporting tool. This enables HIM leadership to identify training needs for continuous improvement.
  • Electronic Annotation
    Solarity can be configured to automatically annotate patient information on every scanned image electronically. The information can be printed on any margin on the page.

Reduce Record Turnaround Time to less than an hour

Patient Record Turnaround Time & Review Services, offers options from 1-12 hours of scanning (pre and post-discharge), regardless of geographical location. Services provided 24/7/365, including holidays. While Solarity is capable of automating the vast majority of the manual prepping, scanning, and indexing steps, human invention is still required. For this reason, EDCO offers optional review services for a fee. Electing EDCO’s review services simplifies the process even further. In this model, hospital or clinic staff members simply handle the scanning of the documents and EDCO handles the rest at our Springfield Missouri Review Center.

Review Service Benefits

  • Accuracy Guarantee
    When using EDCO review services, EDCO contractually guarantees 99% indexing accuracy.
  • Turnaround Time Guarantee
    EDCO offers options for turnaround time ranging from 1 – 12 hours from the time the document is scanned to release into the EDMS.
  • Services Provided 24 / 7 / 365
    EDCO offers review services 24 hours per day, 7 days per week, including weekends and holidays.
  • Variable Volumes
    It can be very challenging to staff appropriately for the ebbs and flows of volume coming into the department for scanning and indexing. EDCO’s review services eliminates the variability in process so that documents are consistently available on time for clinician access.
  • Minimize Inaccuracy
    Reduce the odds of inaccurate indexing, ensuring patient information is archived correctly.
  • Real-time Reports
    Managing the HIM department through real-time reports.

Solarity Dashboards

Solarity provides real-time reporting of every step in the medical record scanning and indexing process through electronic dashboards.  This visibility enables HIM leaders to measure the productivity and accuracy rates of individual team members, and also utilize that data to drive continuous improvement.

Data can be viewed through Solarity’s dashboard or exported to Microsoft Excel.

  • Electronic Reconciliation Report
    HIM team members determine which discharged patient charts have not been scanned, which will alert staff members to charts that may be missing or are incomplete. Using a chart check-in process, Solarity queries the ADT feed for discharges and compares it to the charts that have been completed. This replaces a process that is often performed manually using discharge sheets and highlighters.
  • Volume Report
    Solarity provides visibility into the total volume of images, as well as the time of day that the documents are scanned. This is particularly helpful when determining staffing requirements in the HIM department, especially when trying to meet the turnaround time requirements to achieve HIMSS Stage 7.
  • Turnaround Report
    The turnaround time report displays the average turnaround time, total number of charts that were processed within the turnaround time, and those that missed the turnaround time goal.
  • Quality Assurance Report
    Utilizing the chart-sampling data from the Solarity Review quality audits, this report displays the sample size, total number of errors found in the sample, and provides users with the scanning and indexing accuracy rates over the chosen time period.
  • Workbaskets Report
    The Solarity workbasket report illustrates the number of batches in each step of the scanning and indexing process.
  • Staff Performance Report
    The staff report provides visibility into the productivity and accuracy of each team member involved in the scanning and indexing process. The report can be sorted and grouped by individual operator, process step, or with other variables to identify trends and areas that would benefit from additional training.

Improve Satisfaction

Improving physician satisfaction by making record completion easier and more convenient. A fully electronic chart, including historical patient information, coupled with an electronic record repository that allows for electronic signature and completion, improves physician satisfaction and EHR adoption.

Training, Implementation and Ongoing Support provided

Training, Implementation and Ongoing Support provided by EDCO. EDCO is dedicated to your success. This commitment has shaped every aspect of our training, implementation, and ongoing support methodology. EDCO provides up to three days of onsite hands-on training for your key leaders at our Springfield, Missouri, location. Onsite Training will be packed with valuable knowledge in areas including Model Building and Workflow where participants work with directly Solarity subject matter experts to learn best practices that can be applied directly upon departure.

Flexible Deployment & Hosting Options

Flexible Deployment, centralized or at the Point-of-Care. Hosting options include a completely cloud-hosted solutions. Alternatively, Solarity can be hosted on your network. Solarity can be utilized in the HIM department for high volume scanning, on the hospital floors, or at clinics.

When utilized at the point of care, scanning is decentralized and documents are sent to a central location for indexing. This retains quality control in HIM and greatly minimizes the impact on clinical and non-clinical staff scanning. To reach HIMSS Stage 7, clinically relevant documents must be available in the EMR electronically within 24 hours of creation. Capturing documents at the point of care using Solarity Scan enables healthcare facilities to meet this requirement.

Flexible Hosting Options, Solarity can be hosted in the cloud, onsite at the healthcare facility, or a combination of both based on your specific needs.

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