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Phase1. Initiation – Assessment of Clients Needs
To introduce the company’s best valued service(s), eSoft Philippines initiates a meeting with prospective client(s) or sends them with marketing and advertising materials. Then eSoft assesses the clients needs and requirements, analyzes the project specifications, determines the expectation and scope of the project, such as deadline, expected output or deliverables, etc., and presents options and proposals to client(s)
After both parties have signed the agreement or project contract, the client sends the project files to eSoft Philippines thru the Project Operations Manager for project execution. The Project Operations Manager is the only authorized entity of the company to receive the project files so as to maintain centralization of documents and for proper control of project files and contracts, and to preserve security or confidentiality of each file or project contract as a whole.
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Phase2. Planning and Design
Once the files have been received from the client, the Operations Manager drafts a strategic plan to properly execute the project. This includes scheduling, identifying deliverables and creating the work breakdown structure, estimating the resource requirements for the activities, estimating time and cost for activities, and selecting the team or the specific Medical Record Reviewer to perform the records review tasks. The main purpose of this phase is to plan time, cost and resources adequately, to estimate the work needed, and to effectively manage risk during project execution.
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Phase3. Project Execution
Here are the steps in executing the assignment properly, and in achieving standards in the whole process of project execution and management.
- Step1. Receiving of File and Initial Scrutiny of Data
- The Medical Records Review Associate receives the file from the Projects Operation Manager. Upon receipt of the soft data, he/she is required to check the completeness of the said data or record. If he/she has found that the record is incomplete, he/she is obliged to inform the Project Operations Manager. The concerned manager then coordinates with the client, relay the issue and wait for the client’s advice or course of action. If the record is already complete, the Medical Records Review Associate can proceed with the next step.
- Step2. Record Sorting and Classification
- The Medical Records Review Associate then sorts the record and indexes it according to classification.
- Step3. Chronological Arranging
- After classifying the contents of the record, he/she then arranges the record chronologically under each classification.
- Step4. Rechecking the Arranged File
- After sorting, indexing and chronological arranging of record, he/she then re-checks if the arranged file is all complete, and if not, he/she looks for the missing content of the record from the original file. Otherwise, he/she then proceeds to the next step.
- Step5. Record Review and Summarizing
- The Medical Records Review Associate then identifies the records that need to be reviewed. He/she then reviews and summarizes the records according to the client’s specified requirements and needs.
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Step4. Rechecking the Arranged File
After sorting, indexing and chronological arranging of record, he/she then re-checks if the arranged file is all complete, and if not, he/she looks for the missing content of the record from the original file. Otherwise, he/she then proceeds to the next step.
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Step5. Record Review and Summarizing
The Medical Records Review Associate then identifies the records that need to be reviewed. He/she then reviews and summarizes the records according to the client’s specified requirements and needs.
Key Benefits
- Dedicated workforce
- Customized services
- Customizable turnaround times
- Multi level QA and Audit trail
- Improved productivity & quality management process
- HIPAA Compliant
- Competitive pricing