Helping our Clients Enhance & Value Optimize their Operations
Model Drift of your Legacy Records Storage - Can it be Recalibrated?
We understand: A few years ago, your organization/institution signed up for a Records Information Management Storage process, which at the time, may have been efficient and cost-effective.
Now, a few years later, after you have implemented your EHR system (a newer state-of-the-art process/system), the original reason and model for the legacy paper storage model has diminished, it is no longer cost-effective, and the model is now a drain on your staff’s bandwidth and a strain on your budget/finances.
In healthcare, the gold standard/HIMSS Stage-7 Electronic Healthcare Records (EHR) implementation is when healthcare institutions can use their EHR system to provide a strong analytic capability and use technology in a meaningful way for the benefit of the patients. This Stage-7 includes “not using paper charts to deliver and manage patient care.”
Then the open challenge for healthcare institutions is “what to do about” the tons of Legacy Paper Records created over the last 35+ years, which are now left behind in storage vendor facilities, with a rapidly depreciating value and an ongoing, escalating annual cost, especially given that most state governments’ statutes only mandate 5 to 10 years of retention for active records. APA assists clients in winding down their legacy paper records and moving toward a PaperLite and Current-Fit-for-Purposes environment.
The APA RIM Transformation Model is geared toward working with your Supply Chain Management through Data-Driven Facts to drive the Prevention of Unsuitable Services, to ensure that the right services are signed up for, Improve the Process, and Drive Down Costs on the way to a PaperLite Environment, with a core goal of providing immediate and sustainable savings in the range of 35% to 55%.
APA employs and utilizes staffing from fields such as healthcare, records management, information technologies, “accounting”, business analytics, and business management, and partners with AI and technology-oriented companies to provide best-in-class leveraging solutions to transform our clients’ legacy paper process and move toward a PaperLite process.
What our Clients/Customers are saying:
“Above PAR Advisors immediately engaged with us, developing the plan transformation, efficiency, and cost-effective process. They did a thorough audit, framed the issues fast, deployed the right skills, and inserted good infrastructure, and we were off and running. Good results were driven from the very beginning and continue to flow. Most importantly, there is no burden on the client’s staff to capture these savings, as APA handles all the heavy lifting. They are great to work with.” (New York-based healthcare teaching institution).
“Over the last two years, we successfully consolidated and centralized all record/paper storage. This project started with many areas full of paper and boxes not stored in compliance with regs, fire hazard issues, and multiple storage contracts with different pricing. I highly recommend speaking with Above PAR Advisors if you have similar issues.” (Regional Westchester-based specialty hospital).
A) APA’s Complimentary/Free of Charge Pre-Assessment/Situational Awareness Program:
The healthcare arena is famous for always diagnosing and understanding a patient’s condition before providing treatments. APA follows a similar methodology. APA’s support starts with APA providing a Complimentary/Free Multidimensional Pre-Assessment/Spectrum Analytics and Situational Awareness Output of the client’s records information storage, management, and operations to reveal all the open issues and what can be done to truly transform, optimize, improve quality, improve operational efficiency, improve service delivery, drive down cost, and move toward a PaperLite environment.
B) APA’s 14-Point Execution Value Care Program:
01) Current & Forward Savings: This program aims to lower and stabilize costs over 10+ years, including reaching a zero or near zero on the Contingent Permanent Withdrawal Fee and other Non-Value Fees for Services and moving towards a PaperLite environment. This includes a series of 35+ diagnostics against a value-based structured cost/value base with a core goal of providing from 35% up to 55% cost savings within the first year,
02) Catch Invoice Errors: Provides a service that reconciles the monthly invoices against the contractual rates and highlights any discrepancies before the invoices are paid, thus preventing client payment frustration.
03) Inventory Management: Provides expertise and management to ensure that the records are identified (indexed/metadata-driven) and that maximum value can be achieved.
04) X-Ray Silver Reclamation: Provides execution management of the process to purge and destroy assets and achieve silver reclamation on any RIM materials where silver reclamation can be achieved, such as MRI Film, CT-scan film, Radiographs, Lithographs, etc.
05) Digitization (Scan & Host): Digitization is provided in concert with one or more of APA’s strategic partners. This service provides a program that allows the client to digitize (scan and host their paper records on demand) and retrieve them on an on-demand basis so they never have to experience delays, lapses, or additional burdens in retrieving scanned and hosted records. Boxes or files that are digitized are then eligible. for immediate destruction and, thus, continue to improve efficiency and reduce cost. APA also partners with AI, cloud, and digitization companies to allow clients to utilize better the massive amount of contextual data within their paper records. This is especially critical with IP records.
06) Longitudinal Linkages of Paper & Digital Records: Review the efficiency of ongoing programs to link paper records to digital records, provide efficiency improvements, and, where applicable, execute these programs.
07) Document Management Service: Provides expertise and management to encourage the client organization to retain records in electronic format and actively discourages the storage of paper copies.
08) Vendor Assessment Services: Provides a detailed understanding of the Vendor’s offsite facility and protocols and looks for efficiency opportunities, including (a) secured access to records, (b) how the records are cataloged/indexed, and how the metadata is used to ensure consistency throughout the entire records inventory; and (c) that the records are always are findable.
09) Internal Site Cleanup: Provides expertise and management to clean up sites and prevent the site(s) from falling into disarray (determining what to keep, destroy, etc.).
10) Request for Proposal (RFP):Provides an RFP process to define and vet vendor proposals on the client's behalf, ensuring that each RIM program is presented with the most favorable contract terms and pricing. Each RFP is tailored to the client's requirements.
11) Transition Management: Provides management of all facets of any transition from onsite to vendors, from one vendor to another, from a vendor to another site, or to destruction.
12) Intellectual Property (IP) Records: Helps improve information management with labeling, metadata tagging, and annotation to improve cross-referencing, speed to discovery, and IP value.
13) Retention & Information Governance (IG): IG is provided with APA’s strategic partner. This service provides a program that allows the client to build and tailor a Retention and Information Governance schedule using an archival database of governmental retention and privacy statutes (e.g., HIPAA, Gramm-Leach-Bailey, CCPA, GDPR, etc.) and internal policies.
14) Managed Services: Provides outsourced management for the client's day-to-day RIM Services using APA’s RIM efficiency experts, thus reducing the client's internal bandwidth requirements and operations cost.
APA’s spectrum of records information management services includes assisting its clients with managing all aspects of the client’s external and internal records information management storage needs. Starting with APA providing a complimentary pre-assessment analysis coupled with a situational awareness report, APA provides the knowledgebase and expertise to raise the visibility and tame the complexity that may be inherent within a client’s records information management storage services and drive down costs on its way to a PaperLite environment.
