SIGNATURE User Network

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SIGNATURE User Network

• Streamline Your Business Using OLIE and Other
  Tools
• New Orleans, Louisiana
• March 22, 2004

David Baker DAVID LEE BAKER CONSULTING, LLC
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Something to Think AboutWhat if Your Boss Heard

• We were able to reduce the time to process these
  accounts from FIVE DAYS to THREE HOURS. An
  effort reduction of 82.5.
• We were able to re-deploy their time to work an
  additional 250,000 worth of accounts each week.

And it wasnt because of YOU!
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Welcome toStreamline Your Business Using OLIE
and Other Tools

• Main Presenter David Baker, Founder, Sr.
  Consultant
• Second Presenter Jacqueline White, Sr. Consultant
• Assistant Presenter Mark Edwards, Marketing
  Manager

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VALUE Statement

• Fiscal Responsibility
• Effective and prudent use of financial, human,
  and physical resources is our moral
  responsibility and is essential to our viability
• Penn State Milton S. Hershey Medical Center

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Annual Report 2002

• made a commitment to the Tarrant County
  community to expand health care access to
  patients in need of services while at the same
  time improving the efficiency of operations and
  planning for the future.
• John Peter Smith Hospital, Fort Worth, Texas

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VALUE Statement

• Our Values
• Excellence Continuously improving the quality of
  our service through education, research,
  competent and innovative personnel, effective
  leadership and responsible stewardship of
  resources.
• Texas Health Resources Inc.

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So What about those statements!

• One was from a faith based system
• Another was from a county system
• And, another was from an educational system
• They each have some of the same concerns
  effective use of resources.
• I assume that is why you are here today.

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Todays Agenda

• Presentation Title Review
• Getting Started Automating Processes
• Review of Automation Tools
• Automation Ideas
• Evaluating Opportunities
• Cost Evaluation Tool
• Example 1 Payment Posting
• Example 2 Target File
• Class Discussion

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Why do we care?

• The current healthcare environment forces
  providers to face greater financial risks to
  continue delivering patient care.
• Special programs also impose many compulsory
  reporting and tracking requirements on healthcare
  organizations.
• Success depends on generating maximum return from
  all of your assets, especially your knowledge
  workers.
• Since time is money, automation solutions cut
  costs to levels that generate a healthy Return On
  Investment.

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Example The Cost of Documentation inefficiency

• Did you know that .
• 33 of an employee's working hours are spent
  storing, retrieving and researching documents
• 25 of a company's labor costs are associated
  with storing and retrieving documents
• 15 of a company's revenues are spent on
  documents
• Professionals spend over 150 hours a year looking
  for incorrectly filed documents
• It costs over 150 to locate a mis-filed document
  
• It costs over 750 to reconstruct a lost file
• It costs over 11 per year to maintain one inch
  of paper files
• Sources International Records Management
  Council Study, 1995

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Remember!

• Stuff rolls down hill but
• problems rise to the top.
• When you are in the middle of it all, it can
  become overwhelming. Simplify
• your job whenever possible.
• People make mistakes. Limit the risk
• whenever and where ever possible.

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Late Night Info-mercial Quote

• People are too busy making a living to make any
  real money
• Sometimes you have to take extra time to improve
  the processes so that you can get ahead later in
  your job.
• Dont let the up-front cost dissuade
• you from the long term gain!

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About the course titleStreamline your Business?

• Stop forcing your most valuable resource to waste
  time doing things a computer should be doing!
• Identify cost that can be eliminated using
  technology
• Make more money while working
• fewer hours

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About the course titleWhat is OLIE?

• Proprietary automation tool from SIEMENS
• OnLine Interface Express
• Keystroke emulator
• Cheapest employee you will ever have
• If you can write it, OLIE can do it

Not OLIE, but looks like his name could be Olie
gtgt
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About the course title What are Other Tools?

• Microsoft Access
• Microsoft Visual Basic
• Microsoft Scheduler
• Datawatch Monarch
• Any other tools you can find

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Getting Started Automating Processes
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Automation Considerations

• Will it impact
• Employees
• Management
• Bottom Line (Financially)
• Is it possible
• How will I overcome the fear of change
• Cost to automate
• Cost of not automating

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Types of Automation

• Manually Initiated Process
• OLIE script
• Monarch Data Extraction
• Automatically Initiated Process
• Microsoft Scheduler
• Visual Basic Program
• Microsoft Access Forms with scheduler
• Hybrid, Manual and Automatic
• Visual Basic program with
• OLIE script

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How should it work?

• Automation must be designed to utilize existing
  infrastructure and be used across the enterprise.
• Use of standards such as EDI when possible
• Low cost / High value (Expensive software and
  hardware would be a definite deterrent)
• Need to provide all users of the system with a
  standard and user-friendly interface
• Ease of maintenance and modification. Healthcare
  needs and emphases constantly change and it
  should be easy to add new features and
  capabilities.
• Data Security. Only authorized personnel should
  be able to access the data

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Microsoft Scheduler and Monarch
DatapumpAutomatically Starts Processes
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Using Microsoft Access FORM to Initiate
Automated Process
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ExampleVisual Basic Code for Monarch

• Program Subroutine Example
• Following is a sample Visual Basic subroutine
  that invokes Monarch, opens a report and
• model, applies a couple of filters and exports
  the resulting table to Excel
• Private Sub Form_Load()
• 16 Programming Monarch Methods and Properties
• Dim MonarchObj As Object
• Dim openfile, openmod, t As Boolean
• 'If Monarch is currently active GetObject will
  use Monarch. If it is not use the CreateObject()
  to 'open another copy of Monarch.
• Set MonarchObj GetObject("", "Monarch32")
• If MonarchObj Is Nothing Then
• Set MonarchObj CreateObject("Monarch32")
• End If
• t MonarchObj.SetLogFile("C\MonTemp\MPrg_G5.log"
  , False)
• openfile MonarchObj.SetReportFile("C\Program
  Files\Monarch\Reports\Classic.prn", False)
• If openfile True Then
• openmod MonarchObj.SetModelFile("C\Progr
  am Files\Monarch\Models\Lesson14.mod")

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Datawatch Monarch Mines Data from Reports
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User-Friendly Interface using Microsoft Access
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What does automation do for you?

• What does automation do for you, why should you
  care
• Employee
• Maximize people power
• Reduce wasted time
• Improve working condition for employees
• Reduce employee turnover
• Improve employee satisfaction
• Free up peoples time to allow them the
  opportunity to make BETTER business decisions
• Costs of Business
• Streamline business processes
• Reduce cost of doing business
• Improve bottom-line
• Allow you to make better business decisions
• YOU
• Allow you to go home at 500pm and come in at
  800am
• Give you the confidence that everything is being
  done
• Give you the confidence that everything is being
  done correctly and in a timely fashion

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Ideas for automation

• Registration
• Charge Entry
• Payment posting
• Balance write-off/adjustments
• Credit/MULT correction
• Working Target files
• Reporting / Data gathering

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How to Decide What to Automate

• Impact Evaluation
• Employee Impact
• Impact to You
• Organizational Impact
• Impact to employee workload
• Evaluate projects by FTE/ impact
• Free up people to do more
• Allow employees to become creative solution
  providers

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Evaluation Tool Cost Analysis
Open ROI Cost Tool
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How to Decide What to Automate(Cont.)

• Impact to business financial benefit
• What are the dollars saved or realized by
  automating
• Value of resources freed-up (FTE dollar value)
• Reduction of A/R Days
• More timely entry of patient registration
• Fewer errors / omissions
• Reduction of efforts on uncollectible money
• More timely and accurate posting of payments /
  Adjustment

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Steps

• Identify opportunity
• Understand ENTIRE process
• Get necessary employees involved
• Evaluate every possible outcome of automation
• Work with employees to develop the automated
  process
• They do not need to know the technology, only the
  process
• Decide what type of automation is needed
• Develop automated process
• Test automation
• Install automation
• MONITOR AUTOMATION

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Example 1Payment Posting Automation
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Payment Posting Automation(Electronic File)

• Steps
• Identify Opportunity
• Understand Process
• Create Task Force (cross functional group)
• Payment Posters
• Contract Managers
• AR collection specialist
• Process developer
• Identify and Develop process
• All types of payments?
• What are the important elements to automate
• What to watch out for!
• What type of automation to use
• What tools will be used
• OLIE
• Monarch

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Payment Posting Automation(Electronic File)

• Automation Example (Continued)
• Installation/Testing
• Documentation of process
• Monitor process changes
• Control process changes
• Maintain focus of automation project
• What are the tested values
• Dollar amounts
• Transaction count
• Approval and Sign-off
• Monitoring
• Balancing the process
• Error handling
• Dealing with UNEXPECTED DATA

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Example 2Target File Automation
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Target File Automation

• Evaluation of Business Decisions
• Automation Decisions
• What
• Why
• Participants
• Roles of each
• Opportunity for Improvement
• Evaluation of Impact
• Who will be impacted
• Financial impact
• Testing
• Monitoring Results

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Class Participation

• Show of hands Which Area in your organization
  needs the most streamlining and automation
• Registration
• Charge Entry
• Payment Posting
• AR Follow-up
• Specific activity?
• Impact?
• Employees (time and numbers)
• Management (do they affect your review??)
• Fiscal organization

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Class Participation (Cont.)

• People involved
• Cost of automation
• Cost not to automate
• Will it make my employees more productive?
• Does it make sense, logically and financially?
• What tools will you need?
• How do we evaluate success?
• Who will monitor the process going forward?

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Dont Forget to Attend

• Follow-up Customer Break Out Session 3
• Today _at_ 100pm
• Edgewood room
• Bring examples and questions
• Be ready to participate