Webinar: OnBase Case Studies and Success Stories

An overview of OnBase products, modules, and solutions implemented at a large midwestern healthcare organization by our own Senior Consultant Cailen Myers. In this presentation, she shares technical information as well as the success stories of these solutions, and how OnBase made work easier for end users.

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Speaker 1:
Okay. We’re going to go ahead and get started. Thank you everyone for joining the OnBase Case Studies and Success Stories webinar today. Just a few housekeeping items before we get started. All the webinars are recorded and made available on our website. Currently, all the lines are muted. So, if you have any questions, please post them in the GoToWebinar question panel and we will answer them at the end of this webinar series. So, this is the last webinar for the 2020 OnBase webinar series. If you were unable to attend any of the previous webinars or would like to just review them, please go head to our website and you can watch any of the previous webinars that we’ve had. If you have any additional webinars you would like to see, please go ahead and reach out to myself and RPI and let us know and we’d be happy to do those for you.

And just a little bit about myself before we get started. I have over 10 years’ experience of designing, implementing, upgrading and supporting roadmapping, anything for OnBase, pretty much done for the last 10 plus years now. I do specialize in healthcare as well as EMR and ERP integrations. I have a few obvious certifications and EPIC certifications. And on a more personal level, I am a mom to three Siberian Huskies. And in my free time, which I seem to have quite a bit of lately, I enjoy baking and scrapbooking. I thought because this is the last webinar for the series, I’d actually introduced my Huskies considering I talk about them every time I’m here. So, there’s Kylie, Kedah and the puppy Kailua, who is five months old. But enough about me, let’s go ahead and get started.

So today, I really wanted to just kind of do an overview of all the past webinars that we’ve hosted for the 2020 on this webinar series, discuss some proven solutions and then open up for any questions that you may have. Just a quick disclaimer. This webinar is not produced or endorsed by Hyland, EPIC or any other software company. The information in this webinar is current as of April 2020. The advice and content contained in this webinar is educational only and based solely on the experience of us here at RPI. Okay, so let’s go ahead and get started with the past webinars. The first webinar that we had to hosted in this series was our OnBase Foundations. It was Hyland’s new version and strategy, product versioning strategy, it is the most feature rich, stable secure. It does have improvements for both users and admins.

It does have a new video feature. There are more frequent updates and enhancements and it is designed to make upgrades easier. With OnBase Foundations, Hyland did release both enhancement packs and long-term releases. So, you’ll hear EPIs and LTRs. So, we just discussed some of the differences between those. Your EPIs will still have bug fixes and new features and you can expect to see these EPIs released three to four times a year. And then you have the LTRs which are the long-term release. So, it’s really recommended that if you’re going to go to a version of OnBase, that you install an LTR version. So that way you have the latest and greatest security fixes, critical bug fixes, everything that you would need there. And then a couple things to consider when you are looking at upgrading. As of right now the mobile breaker was not released in OnBase Foundations. So, if you do have mobile broker in your environment, you would just stay on that version.

There are plans of rolling out mobile broker to OnBase Foundations possibly even EP3. So, there’s more information to come about that hopefully sometime this year. And then you also must be on a Unity Scheduler, OnBase version 18 or higher when you are looking at upgrading. And then some other items to consider when deciding when it’s time for you to upgrade or not is here are the current versions and how long Hyland is offering support for these versions, and then anything after the support date would then be subject to an extended support fee. So, this is just good to know when versions are no longer going to be supported. So that way you can really make the decision of when you want to upgrade and what you want to upgrade to. The next webinar we hosted was OnBase for Healthcare.

This webinar did go over some challenges related to patient care, some uptime requirements, patient and account merges, reindexing patient records, audit trails. Things along that line, as well as the challenges for regulations. So, PHI, patient access security, signatures, things like that. So, all those challenges are addressed in that webinar. We also dive into each of the areas in healthcare, so you have your administrative, operational and clinical. Some of the solutions for those areas we discuss, materials management, research, your HIM departments. So, we dive into each one of those departments and some solutions available for those departments.

The next webinar that we had hosted was OnBase Mobile for Tablets. So, there were quite a few mobile solutions that Hyland has to offer. The first one being OnBase Mobile Healthcare, which is a mobile app used for registration, E-capture, so very good for any clinical areas, bedside clinical consent form signing, and it also has an integration with EPIC, Haiku and Canto applications. And it does also include a companion desktop application for any type of form package manager. So, this way, you can retrieve more completed patient information from a mobile device. And clinicians can view all content related to patient directly from their mobile devices when working with their EMR. So, you’re able to see things like consent forms, lab results, pathology, images or other relevant healthcare information by using this application and integrating it with some of the other EMR applications.

Currently, OnBase Mobile Health care is available on iOS devices and Android devices. So, I do have the versions listed and the last date that they were rolled out. The next mobile application we discussed was OnBase Mobile. There’s a lot of benefits to using OnBase Mobile, really you have a smaller version of an OnBase client at your fingertips. So, managers and employees who are often busy or away from their desk, that aren’t able to access like an OnBase workflow, can now do that on their devices. If you have employees traveling, again, they can access OnBase, Workflows, documents, queries, things like that. So, you don’t need to rely on phone calls, voicemails, emails. You’re keeping everything in one system still. And then with Workflow, a lot of organizations of course use it for approval, management and decision making. So that way, it’s really at their fingertips at any time.

I know quite a few customers who have rolled out OnBase Mobile at their organizations and it really has been very beneficial, especially with everything going on right now. You really do have everything you need at your fingertips. Some of the functionality available for OnBase Mobile, of course, would be workflow and custom queries. You can also upload documents from either your photo gallery if you already have something on your device, or you can use the camera on your device. At that time, then you can assign document types and index the documents and you can… the photos would all then of course upload into OnBase. So, if they upload into a folder in OnBase, they would do that once you upload it onto the device as well. It is secure. The photos do not stay on the device unless you’re taking them of course from your photo gallery.

But if you open OnBase Mobile application and you use the camera button, that picture does not save anywhere on the device itself, which is very nice, especially in the healthcare organization. And then you can fill out forms as well on the device. So again, if you didn’t want to use like the OnBase Mobile Healthcare, you could just use OnBase Mobile to fill out a unity form or if you’re an insurance company or things like that, you have a form at your fingertips to fill out when you’re on the go. Another application that we dive into is the AP invoice approval application. So, this allows for users to approve and deny invoices again on the go. So, it’s really part of accounts payable only to make your accounts payable automation solution a little bit more efficient. This was released in OnBase Foundation EP2, so you would need to be an EP2 or higher.

But it’s really nice again to have something at your fingertips, especially something like invoices for organizations to be able to approve and deny invoices, view and comment on them things along those lines. It reduces any bottlenecks and of course, would improve the efficiency in your organization. And then just a little preview of what the OnBase Mobile looks like on the phone. You know, it’s kind of hard to see on the screen here, but if you do go to that webinar, there are a couple demos of some of these solutions. So, you can see them, I do actually remote into an iPad and just kind of show the different applications. So, if you’re looking for some more information about those mobile applications for tablets and cell phones, please feel free to go ahead and take a look at those.

Our next webinar was accounts payable and invoice processing. Again, we discuss some of the pain points of manual processing. I’m sure every organization’s familiar with these, having to pass physical documents back and forth. Some organizations will discuss invoices via email streams and then you have invoices, attached different emails. Of course, documents always get lost if there’s papers right or duplicates of manual invoice data entry, of course is a large pain point for a lot of organizations. So, we just kind of dive into those pain points for the accounts payable area and how to overcome some of those. Reasons why areas would use AP automation of course, would be to reduce cost, reduce errors, reduce delays and increased visibility. Some of the software available to make your process more electronic for capturing and integrating would be things like Yoga Email Capt