Vee Technologies Stepped In to Solve

a Unique Client Problem

The Problem


A large medical group, located in Connecticut, is the physician group associated with a hospital client of Vee Technologies for facility coding. Through a referral from the hospital, the Chief Medical Officer (CMO) for the medical group reached out to Vee Technologies for solutions to resolve issues faced by the organization.

The medical group receives electronic medical reports directly into their Electronic Health Record (EHR) system from several outside labs and radiology testing facilities. Although these facility reports should have been available in the system, they were not always linked to the appropriate patient, or were not correctly matched with the order located in the system. Because electronic results from outside facilities often contain different identification codes, there were frequent mismatches with the original order. This discrepancy created orders that were not closed in the system.

A bidirectional interface was only available between the medical group and the hospital. Creating a bidirectional interface between the medical group SHMG and their associated labs and diagnostic imaging vendors would allow for more frequent matching of results with orders.

An additional issue involved the handling of manual uploads of reports. Reports received via fax or mail required scanning by the physician’s front desk staff and linked to the respective patient in the practice management system. Simultaneously, open orders from respective reports were required to be closed in the system. Due to lack of training and information, these reports were being scanned and loaded to the patient account although they may not have been attached to the corresponding orders. This created orders that remained open in the system, although receipt of a report advised otherwise.

The issues described above caused there to be over one million orders in the medical group EMR which had not been matched to results and had not been closed.

Vee Technologies’ Solution


Vee Technologies collaborated to ensure the right skill-set was available to correct the client’s concerns and 10 full time employees were employed to begin the clean-up effort.

Initial training was conducted, and Vee Technologies was instructed on how to search the various systems to attempt to match open orders and test results with patient records. After the first batch completion, the team realized that in some cases testing may be described somewhat differently. For example, the true order may have been for a chest x-ray but the test result was for a CT lung, CT abdomen or MRI pelvis, etc. This discrepancy created a much lower than expected result accuracy. After identifying this issue, additional training was conducted and the process was modified to allow for additional resources.

After retraining and process adjustment, the results from the second batch of tests were much more accurate. Based on these improvements, the client continues to collaborate with Vee Technologies to clear out up to one million open orders in the EMR system, as noted in the Production Plan chart listed below:

Production Plan


Technology and Process Knowledge - Graph

Conclusion


Vee Technologies’ flexibility and creativity allowed for a customized solution to help the medical group resolve their problems. Vee Technologies will be able to correct the issues faster and in a more cost-effective manner than could have otherwise been achieved.

For Vee Technologies, success on this project cemented our relationship with the medical group and the hospital, and has positioned each organization for additional growth.

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Meet the Author

Carl Murillo - Vice President Business Operations

Carl Marullo joined Vee Technologies in 2010 serves as the Vice President Business Operations. In this role, Mr. Marullo is responsible for the negotiations and structuring of mutually successful business relationships with our clients. He also directly manages Vee Technologies relationships with several of its largest and most critical clients. Prior to joining Vee Technologies, Carl served as Vice President of Enterprise Accounts for Siemens AG, and also as Vice President & Client Partner with AT&T Solutions where his 30-year career in sales and sales management included serving as a founding member of AT&T Solutions, AT&T’s professional services and outsourcing unit. Mr. Marullo holds an Associates Degree in Business Administration and has completed a corporate Mini-MBA Program at Penn State University.

How Vee Technologies Stepped in To Help Solve a Unique Client Problem

In these unprecedented times, Vee Technologies is committed to doing our part to help those in need. With the ongoing spread of COVID-19 (coronavirus) and the incredible speed at which things are changing around us, organizations are continually adapting their operations and business structure. Vee Technologies has the experience and capability to help your organization through this difficult time. We've expanded our continuity plan and infrastructure to accommodate the current business needs. Please do not hesitate to contact us when your need arises, our implementation team can have you up and running quickly and efficiently.

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