Transfer IT

Since the launch of its highly-successful PHI-nd IT™ release management program in late 2003, Universata has grown to become one of the top 4 largest companies in the field of outsourced release of information (ROI) services. This growth results from the attraction of the PHI-nd IT™ program to hospitals and clinics looking for a streamlined set of tools by which to effectively manage their correspondence as well as their outsourced ROI vendor relationship. Since version 1.0 of PHI-nd IT™ Universata has reached for customers engaged in ROI activities that are not well-suited to the traditional “outsourced” ROI vendor model.

Universata is pleased to offer Transfer IT (trademark pending). Transfer IT is a release management solution that builds on the very basic principles involved in effective correspondence activities. These principles are:

Be HIPAA compliant.

Be fast, but more importantly, be sure correct content is provided to the correct recipient.

Be efficient in responding to requests.

While many healthcare providers have many opportunities to outsource or even handle this activity within their own set of personnel and resources, there are many that are not well-suited to do so. These are primarily:

Smaller clinics and physician offices

Non-acute care providers of health and related services

Long term care facilities

To these groups, Universata offers Transfer IT, a Health Information Exchange (HIE) solution that allows you to move medical record content from your facility to any other facility. Transfer IT makes use of 3D barcodes and a small downloadable software program to allow you to: 1) create an accounting of disclosure (AOD), 2) convert the AOD log to a barcode-based fax cover sheet, and 3) speed dial and send the content to Universata’s PHI-nd IT™ system, all via commonly-used fax and computer equipment your facility already has. Within seconds of the Transfer IT fax being completed, your content is then re-routed across the HIE to the designated party of your choice. Depending on your and the receiving party’s preference, content can be received by fax, electronic delivery, and even normal mail. The Transfer IT Software takes care of everything for you.

* Create your AOD log in the same process by which you are already responding to requests for medical record information. The process of sending the content creates your AOD log. Not only is this required for HIPAA compliance, but it is an important part of good customer service practices. By putting the log and send process together in Transfer IT, you have eliminated an extra logging step that may be both taking up time and also prone to oversight.

* Transfer IT images your content for you. It reads the barcodes and while re-routing your content to the receiver, it logs a copy in the PHI-nd IT™ release management program. Universata calls this an “absolute accounting of disclosure” because you now have both the AOD log as well as the actual content provided. As useful as this is for customer service, it also allows you to access PHI-nd IT™ from any internet-connected computer and use that content as many times as you need it.

* Instead of re-work, re-use. The PHI-nd IT™ release management program allows you to re-use content. Because the content is now imaged and readily available, if you ever need it again, it is easily accessed and can be sent by you or your staff to other parties interested in the same content. Universata’s customer experience shows that, depending on type of request, content is often requested by the same party as many as three (3) times. Satisfying this requires significant re-work, but is a key part of customer service.

Regardless of how sophisticated your correspondence function is, Universata’s Transfer IT Software has something for you.

Enhance your current fax process. Odds are you have experienced problems with faxing, or maybe you are sensitive to the fundamental lack of security inherent in fax technology. The receiving fax is out of paper or ink, pages print and fall out of order, the machine is busy, or worse, the fax number has changed. Transfer It offers you a solution. Always send content to the same fax number, secured and operated by Universata on your behalf. Because Transfer It is a digital fax product there is no ink, paper, or busy signals. Your fax goes through, every time, all of the time. Once received, Universata will deliver it on your behalf by routing it the fax number you designate, transferring the content to electronic to Internet media for secure retrieval, and it can even be printed and delivered. Universata will ensure it goes through.

You get a confirmation when the send process is complete. This confirmation is kept within PHI-nd IT™ as part of your AOD log. They didn’t get the fax? You’ll be able to see, and if needed, you can send it again and again.

Turn your fax into a scanner. Fax machines are based on rudimentary scanning technology, but unlike scanners, you already have one or more fax machines. By imaging the content, you open up the door of re-using that content over and over again. No more re-work goes into pulling a patient’s paper chart – again. No more re-work to copy or print the record and then fax or mail it. Send it to Universata one time – the first time, and Transfer It will keep your content safe, secure, and re-usable for up to seven (7) years.

Transfer It is anInternet-based and accessible service. Once you route content through it, or intentionally put content into it for your own reference, it is always there for you. Got a lockbox/courier service for critical care patients? Image the record and disclosure the content in advance of critical need. Having high dollar claims issues with an insurance carrier? Image that carrier’s patient charts and speed up response times to denial; Better yet, by having Universata process the delivery and confirmation, you can hold the carrier accountable for faster payment on problematic claims. On average, Universata customers are able to knock 2 to 5 days off of their cash collections cycle.

Already have an EMR/Imaging System? Odds are that your AOD log isn’t as good as you’d like it to be and that your investment in these systems still require that you print and fax/mail, or make use of fax software to fax the content. While you already have the content for later re-use, you are still missing the efficiency of an absolute accounting of disclosure log.

Lastly, Universata has earned its reputation servicing clinics and hospitals across the United States for this very activity. By using Transfer It, you now have the option of letting Universata handle delivery, delivery confirmation, and in some cases collecting on the fees allowed in your state for medical record content. The same as your core business is helping patients get well and stay healthy, ROI/correspondence is Universata’s core business.

Experts agree that medical record content is going to become digital. Every trend points to this. However, as exciting as these convergence trends are, the vast majority of patients, non-healthcare businesses, governmental agencies, and even other healthcare providers using different digital systems, are and will remain unable to handle digital content. While interoperability discussions seek to address this, Transfer It is there for you and answers the full spectrum of health information exchange between:

Paper to digital systems.

Digital to paper systems.

Paper to paper, and even digital to digital systems.

Hospitals wanting to make content available to its physician community.

The physician community wishing to make content available to the hospitals serving the physicians’ patients.

Starting with a more efficient, faster, and secure ROI process, Transfer It opens up a HIPAA compliant and re-usable patient “snapshot”. Contact Universata today to learn how this affordable solution can lower your costs, improve your cash flow, and improve your customer service.