Index and Commit Healthcare Documents in a Single Location With Dexit

Index and Commit Healthcare Documents in a Single Location With Dexit

25 October, 2023 | 6 Min Read|by Alyssa Dennis

Within the realm of healthcare document indexing, precision is paramount. It guarantees that every piece of documentation finds its rightful place in a patient’s chart, ensuring smooth access for enhanced patient care while also ensuring a comprehensive record for billing and coding. Yet, as we delve into this captivating domain, we uncover intriguing challenges that beckon us to explore further.

How can we effectively manage the intricacies of multiple-location document indexing in healthcare? Balancing the sorting and prioritization of these documents presents a complex puzzle. What happens when documents end up in the wrong locations? Or when there are significant delays in them reaching the correct locations?

One potential solution is Dexit’s single-location healthcare document indexing. This means that all indexing duties, along with any quality assurance checks, are performed in a single location, ensuring a constant line-of-sight of where the documents are in the document indexing pipeline.

What this blog covers:

What Is Dexit?

Crafted by HIM leaders for HIM workflows, Dexit is a cloud-native, HIPAA-compliant Document Management System that redefines how healthcare documents are stored, retrieved, and managed. From effortless document indexing to cloud faxing that eliminates the need for antiquated fax machines, Dexit streamlines your document organization and retrieval. It even employs AI-powered patient-document matching, simplifying your workflow and ensuring precise chart associations.

Feature Spotlight: How Dexit’s Single-location Document Indexing Feature Solves Problems

Dexit’s Single-location Document Indexing feature is a game-changer in healthcare document management. By consolidating documents into a single location, it eliminates complexities, reduces errors, and streamlines workflows. Unlike multiple-location indexing, this unified approach ensures documents reach their intended destinations without delays or misclassifications. It’s a smarter, more efficient solution for healthcare document indexing, revolutionizing the way healthcare organizations manage their critical data.

What sets this feature apart?

  • Seamless Workflow Integration: Dexit integrates seamlessly into your existing healthcare workflows, thereby eliminating the need for your health system to change its way of work to adapt to new software.
  • Unified Document Stream: Imagine all your healthcare documents—patient records, medical images, reports—flowing seamlessly in one location. Dexit eliminates the complexities of managing multiple locations, making your document library more accessible and easier to navigate.
  • Enhanced Accuracy & Efficiency: Centralizing documents in a single location optimizes accuracy and efficiency. Say goodbye to misclassified documents or delays due to location mismanagement.
  • Role-based Access: With Dexit’s Role-based Access Control, take charge of who has access to specific queues, transforming your workflow into a well-organized powerhouse of efficiency and security.
  • Simplified Training & Adoption: Dexit’s Single-Location Document Indexing is user-friendly, requiring minimal training and enabling a smooth transition to the platform.
  • Efficient Search & Retrieval: With consolidated documents, searching becomes faster and more intuitive, benefitting patient care and decision-making.
  • Cost Savings: Dexit streamlines processes, reducing the need for dedicated support staff and training costs.
  • Data Security: Dexit maintains HIPAA compliance, ensuring the confidentiality and integrity of patient information.

A Bonus Giveaway From Dexit:

Take a leap into the future with AI Patient-Matching

Dexit offers AI patient-matching capabilities that bid farewell to the troubles of manual patient matching and barcodes. Dexit’s AI scans healthcare documents and identifies PHI for you. Yes, even for those documents that didn’t originate from your health organization. Dexit’s AI Patient-Matching streamlines the process, eliminates the need for laborious prep in document indexing, and ensures a flawless, error-free experience.

Benefits of Dexit’s Single-location Document Indexing

  • Enhanced Collaboration:

With documents consolidated in a single location, healthcare teams can collaborate more effectively, as everyone has access to the same document stream. This fosters better communication and teamwork.

  • Real-time Tracking:

Dexit offers real-time tracking and monitoring of document statuses. This means you can see where each document is in the location, reducing the need for manual follow-up and improving accountability.

  • Improved Compliance:

The single-location approach simplifies compliance management. It ensures that all documents are processed and stored according to regulatory requirements, reducing the risk of compliance violations.

  • Faster Decision-making:

Quick access to documents means faster decision-making, which can be critical in healthcare. Whether it’s reviewing patient records or responding to urgent requests, Dexit’s Single-location Document Indexing accelerates the process.

  • Enhanced Audit Trails:

Dexit maintains detailed audit trails for all document activities. This provides transparency and accountability, making it easier to track document history and resolve any issues.

  • Scalability:

Dexit’s solution is scalable, meaning it can adapt to the evolving needs of your healthcare organization as it grows. You won’t outgrow the capabilities of the Single-location Document Indexing feature.

In a world where data is the lifeblood of healthcare, Dexit’s Single-location Document Indexing is the key to unlocking unparalleled efficiency, precision, and cost-effectiveness in healthcare document management.

How Does the Single-location Document Indexing Feature Work?

Step-by-step Guide on How to Index Healthcare Documents With Dexit:

Step 1: Uploading a Batch

  • Begin the process by uploading a batch of documents into the system
  • Click on the plus “add file” icon to create a batch, either through scanning or by importing from your local machine

Uploading a Batch in Dexit

Step 2: Selecting the Document

  • Choose the document you want to upload. You can add multiple documents to create a batch

Step 3: Choosing the Queue

  • Select a name of the queue where you want to place the batch; this helps categorize the documents

Choosing the Queue in Dexit

Step 4: Monitoring Progress

  • Keep an eye on the progress of the batch on the left-hand side of the screen as it undergoes various processing stages

Monitoring Progress in Dexit

Step 5: Reviewing Batch Details

  • Review details about the batch, including the date of creation

Reviewing Batch Details in Dexit

Once you upload a document, it becomes part of the batch, you can remove unnecessary pages if needed.

Step 6: Creating Documents

  • Select the documents you want to create, either click the button or use the drag-and-drop feature
  • Choose the type of document you’re creating, such as “Assessment,” and create it

Creating Documents in Dexit

Step 7: Document Indexing

  • Initiate the document indexing process. You can opt for AI-based or manual indexing
  • If using AI, the system will automatically scan and recognize patient information

Document Indexing in Dexit

  • For manual indexing, provide details like patient name, encounter, and other attributes

Manual Document Indexing in Dexit

Step 8: Attribute Selection & Logging Information

  • Depending on the document type (e.g., “Assessment”), you can select the attributes that should accompany it and define whether these attributes are required
  • Apply locks to streamline the process. This information can be used for document creation without having to reselect the patient and encounter every time

Attribute Selection & Logging Information in Dexit

Step 9: Document Completion & Moving to the QA Stage

  • Complete the indexing process for each document in the batch
  • Move the documents to the next stage, such as QA, for review; organizations may have multiple work stages and reviewers

Step 10: Committing the Document

  • Once documents pass the review stages, they can be committed, meaning they become individual document entities

Committing the Document in Dexit

Step 11: Document Search & Editing Post-Commit

  • You can search for and access committed documents for review and retrieval

Document Search & Editing Post-Commit in Dexit

  • Even after committing a document, you can edit it as needed. Make changes and save the updated information. Edit a Document after commit in Dexit

And there you have it – indexing with Dexit is truly a breeze!

Wish to see Dexit’s indexing capability in action? Book your Dexit Demo here!

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