Epic EHR

By DISC Corporation | July 1, 2022

While helping organizations switch to Epic EHR, we’ve learned the common problems that can pop up. And we’ve developed a toolbox of best practices to help overcome them.

SmartFiler is automated indexing software supported by a team of experts to make sure every document is filed quickly and accurately during (and after) the transition process. It allows providers to continue giving informed, quality care without interruption.

Below are case studies of two DISC customers who eased their transition to Epic using SmartFiler.

#1 – Multi-specialty medical group improves workflows

A Michigan-based, multi-specialty medical group planned to switch from NextGen to Epic. But they were concerned some patient health information could become inaccessible or incomplete during the process. They wanted to make sure providers could give the best care without interruption. 

They shared their plans with us about a year before the go-live date. That allowed enough time to prepare them for the challenges they’d face. We initially focused on two common obstacles.

  • Manually processing a document in Epic takes 20% longer than other EHRs.
    For every 100 providers, that’s enough extra time to keep several team members busy all day, every day.
  • Changing EHRs means updating document types and re-defining input fields.
    Teams must be able to consistently define and file documents in a new way. That training isn’t provided by Epic.

To support the organization’s transition to Epic EHR, we took the following steps:

  1. Provided strategic guidance on Fax & Scan workflows
    Before their Epic switch, we were already helping with automated indexing for incoming documents. This partnership brought continued benefits by avoiding filing backlogs throughout the transition.
  1. Redesigned and rebuilt the document type list
    Since document types are crucial to Epic’s indexing workflows, we redesigned the group’s type list to match Epic’s requirements.
  1. Offered hands-on coaching in OnBaseTM
    DISC has deep experience integrating SmartFiler with Hyland’s OnBase, which helps bring documents into Epic faster. We helped integrate this add-on with the group’s system and guided the team in making the necessary workflow adjustments.
  1. Coached decision-making on document types
    We also coached their team on the best practices for labeling document types and defining open-text fields. This helped limit the potential for indexing errors.
  1. Connected leaders to other Epic customers also using SmartFiler
    We facilitated an on-site introduction, walk-throughs, and roundtables between other DISC customers who’d already made the Epic switch.

DISC’s efforts gave the medical group strategic and personalized support. With SmartFiler, they improved efficiency for a successful go-live.

#2 – An IDN maintained speedy & accurate document indexing

When a St Louis-based integrated delivery network (IDN) decided to switch from NextGen to Epic, they worked with DISC to avoid common challenges.

Specifically, they were concerned about:

  • Clinicians providing care with incomplete data.
  • Patients facing long wait times for important test results.
  • Administrative staff feeling overburdened by fragmented, manual indexing workflows.
  • Physicians getting involved with document processing.

Their indexing model was decentralized. That meant a single team was not in charge of managing the switch. And little was known about how moving to Epic might change their team’s indexing workflows or affect document processing time. 

They brought us in several months before go-live to make sure the transition was smooth. We immediately noticed three existing challenges.

#1 – No internal document management system in Epic EHR

Why this mattered: The organization had limited insight into possible changes to their indexing workflows.

How DISC helped: We developed indexing workflows while providing the organization with strategic guidance and training.

#2 – Epic adds additional requirements for indexing documents

Why this mattered: Epic adds more clicks and steps to manual indexing workflows. This slows processing time by 20-30% and creates more opportunities for data-entry mistakes.
How DISC helped: SmartFiler managed Epic’s additional steps, removing the burden from the administrative team. Every document was filed accurately within 24 hours.

#3 – Epic’s document type labeling includes an open-text description field

Why this mattered: Compared to predefined lists, open-text fields can generate varying descriptions that hinder accurate filing and searching.

How DISC helped: We helped the organization define its document type lists and create governance policies for standardization.

SmartFiler and support from DISC enabled the organization to achieve its goals. They hit their projected go-live date while keeping patient health information accessible and accurate at all times.

Fifty locations within the organization have now implemented SmartFiler, with many coming on since the switch to Epic.

Avoiding disruptions, saving time

Transitioning to Epic EHR can present significant challenges for your organization. Extra indexing time takes a toll on your team and creates backlogs. It can also stall your Epic transition and delay the go-live date, further straining your team.

Fortunately, it’s possible to ease your transition to Epic. SmartFiler makes it easier to navigate the switch and index documents in as little as four hours with up to 99.99% accuracy. 

Contact DISC to find out how your processes can be more efficient when transitioning to Epic.

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