OnBase Mobile for Tablets

Do you need access on the go? Which OnBase application should you be using? Learn about OnBase Mobile Healthcare, OnBase Mobile, and Mobile Briefcase, presented by Cailen Myers, Senior OnBase Consultant for RPI Consultants.

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Hello everyone. Thank you for joining the OnBase Mobile for Tablets webinar. A couple of housekeeping items before we get started. These webinars are recorded. Also, if you have any questions, please put those in the question panel and we will answer those at the end of this webinar.

So, let’s go ahead and get started. OnBase Mobile for Tablets, so this is for people who need access on the go, but it’s often asked what applications should we be using? So, I want to go over a couple of the OnBase mobile modules that are available. So, before we get started with that, in case, you’ve not heard, we do have an OnBase webinar series going on for 2020. Listed on the screen here are the upcoming webinars, so please go onto our website and sign up for any of these. If you are unable to attend the webinars, we do have them posted online after the webinar’s over. One in particular that I like to call out is the Migrating Report Services to Reporting Dashboards. This webinar is on March 4th, I find this one to be rather important because Hyland is sun setting the report services module, so it’s a good idea to start looking at converting your report services reports over to reporting dashboards if you have any of those. So, feel free to join us.

And then a little bit about myself. So, my name is Cailen Myers, I’m one of the senior OnBase consultants for RPI. I have been supporting OnBase for over 10 years, designing, implementing, upgrades, pretty much anything OnBase, I’ve been doing it, so it’s been a fun 10-plus years now. I do specialize in healthcare and integrations with our EMR and ERP systems. I have a couple OnBase certifications, System Admin, Advanced System Admin, Workflow Engineer, and then I also have a few EPIC certifications as well. And on a more personal note, I am a mom to three Siberian Huskies. In my free time, I do like baking and scrapbooking, but you will hear this lovely voice multiple times throughout these series, so now you get to know a little bit about me.

Well, let’s go ahead and jump in. So, our agenda today will be our OnBase Mobile Healthcare, Mobile Briefcase, OnBase Mobile, the AP Invoice Approval App and then any questions and just an overview of what we looked at today. So, before we break down each of the mobile applications, I just wanted to take a moment to let everyone know that right now Hyland does have a focus on the development of their mobile offerings. So right now, any clients that are using OnBase Foundation would have to use the OnBase 18 Application Server and Mobile Broker. They have not moved mobile into there yet, so I do you find this rather important because if anyone is moving to OnBase Foundation, which hopefully most of you are, you would need to keep the mobile clients on version OnBase 18 until they make the move to the Foundation for these.

And then keep in mind if everything else is on OnBase Foundation, of course any of the new features on the Unity Form that you have with OnBase Foundation would not be capable to be used on the mobile 18, so just keep that in mind if you’re building a Unity Form and Foundations, you definitely would want to make sure you’re not using any new feature or functionality if you’re planning on using that Unity Form on the OnBase 18 mobile applications. Okay, so let’s go ahead and get started here.

So, the OnBase Mobile Healthcare, pretty much healthcare says it. So, if you are in the healthcare organization, this would probably be a pretty good application for you to go ahead and look into. OnBase Mobile Healthcare is a mobile app that is used for registration, E-capture, bedside clinical consent form signing, and it also integrates with the EPIC Haiku Canto app. It includes a companion desktop application for foreign packets. This allows you to be able to retrieve complete patient information from a mobile device by using the OnBase Mobile Healthcare app. So now your coalitions can view all content relative to a patient directly from their mobile device. So, you now have access to more complete patient information. You can securely capture images, signatures and patient data. And then you also have more support in from…more informed decisions and diagnosis.

The OnBase Mobile Healthcare application actually has three different modes and I wanted to discuss each one of these, so that way you know how your system needs to be licensed and what one you would want to use. So, the first one is a Standalone Mode. This mode allows you to work with the OnBase Patient Window. It is a standalone application on the OnBase Mobile Healthcare app, and it does provide medical staff, the mobile access to the patient record on an Android or iOS device. So, if you guys are familiar with the OnBase Patient Window is where you’re able to retrieve all the OnBase documents related to that patient’s chart. You can search for things. Like I said, patient records create Unity Forms, image forms, and also upload photos with this Standalone Mode, you do need to be licensed for the clinical consents. So, make sure you know that when you go to use this mode.

Our second mode is the Integrated Mode. So, this is where I was referring to a few slides ago. OnBase Mobile Healthcare app, the application can integrate with the EPIC Canto and the EPIC Haiku applications. So, this would be an EPIC integrated OnBase solution. It does have the same functionalities as a Standalone Mode, but of course then you’re also getting the EPIC integration. So, as you can imagine, this is pretty critical for any provider to be able to integrate with their EPIC application to see the patient’s information. And then lastly is the Patient Registration Mode. This mode actually will integrate with front office scanning. So, if you’re using that for any of your registration areas, this would be in conjunction with that.

The patient registration mode will present a pre-configured Unity Form or image form for the patients to sign on a mobile device. So if you have a patient and coming into the registration and maybe you have to have them sign a consent for treatment and a notice of privacy practice, maybe some demographic information, this allows you to provide or hand the patient an iPad or an Android device and they have a packet of forms that they have to fill out and the system knows what one’s on file and what one’s not on file. So, this is really nice for more of the patient being able to fill out the form instead of a registration staff having to wait while the patient’s doing it in front of them. And of course, you would definitely need the front office scanning license for this as well as some other ones. And then the OnBase Mobile Healthcare application, as I said before, is available on iOS devices and Android. The current application that’s out there is 18.0.5 for the iOS and 18.0.7 for Android. Both of these applications have bug fixes in them, security improvements, Dutch language support. So, you’ll see here that everything is listed for what is supported and what modules.

Next is our Mobile Briefcase. The Mobile Briefcase allows traveling and field employees to take documents and forms offline to work with, when they don’t have an internet connection. This sounds really amazing for, I’m sure a lot of insurance companies and other organizations as well. So, unfortunately, I’m very sad to tell you that as a June, 2018, Hyland has discontinued the sales of the Mobile Briefcase. I thought this is really important to mention though because Mobile Briefcase is used out there and they want to make sure that everyone is aware that this has been discontinued. I have listed on here that it is sunsetted OnBase 18 for Windows and OnBase 19 for iPads. So, it does depend on what device you’re using as to when the support is…or the module is being discontinued.

I’m not going to go through all the questions and the answers of why Hyland did it or what licenses are impacted, but these are all on the screen, so please look at this webinar when we’re done and you can definitely look into why Hyland decided to make this decision. But I still think it’s important to discuss the briefcase because Hyland is looking at this application when they’re deciding their foundation platform for mobile devices. So maybe the Mobile Briefcase is not going to be available but features that are were benefits for the Mobile Briefcase, maybe included in any future mobile applications that Hyland comes with.

So, like I said, Mobile Briefcase allows secure offline access to storing encrypted data on the mobile devices. Of course, it would boost field and traveling staff productivity because now you’re making forums and documents available while they’re online or offline. Business processes are being captured chronically, so that’s obviously reducing paper or any type of data errors. Plus, you’re getting the documents a lot sooner if you’re then connecting…once you get internet connection you can just forward the forms are the documents that you created on the Mobile Briefcase app into the system. So, there were a lot of nice benefits to the Mobile Briefcase. So, hopefully Hyland does take all these into consideration when building their new mobile platform.

And then another one I wanted to discuss was OnBase Mobile Application. So OnBase Mobile Access is for your iOS, Android, Windows. And this would provide workers with easy access to OnBase documents and processes at their convenience while they’re on the go. This [inaudible] seems to be used quite a bit from people I’ve spoken to in the past. It’s pretty much like having your OnBase system on your phone, so you can’t go wrong with that. You have immediate approvals, routing decisions. This is going to obviously reduce a lot of time if you’re able to access your workflow from your phone. If somebody is traveling out of the office of course it’s going to eliminate any distance dependencies on any separate systems, such as your emails or phone calls.

You have real time interaction with OnBase documents and processes regardless of where you’re located, as long as you have that internet access. It’s definitely going to improve any cost, make things more efficient and effective for your OnBase solution. Like I said, you have your documents and processes on the go. You’re familiar with workflow already from using it from a desktop, and then of course if your company has existing mobile devices that they’ve invested in, you can obviously leverage those for this module.

So, a little bit about the OnBase Mobile Application. They have workflow available. So again, if you’re used to using workflow in your organization right now, that feature is available on the mobile devices. Same as before an OnBase administrator can configure your ad hoc task within the workflow cues. And then when you’re configuring the task in the workflow in studio, there’s just a check box where it says, “Available to mobile devices.” So, it’s very easy to say that you want this workflow, lifecycle or queue to be visible on mobile devices or not. You do not have to have every single workflow, lifecycle or queue available on mobile devices. It’s completely up to you. So maybe you want travel forums on there, but not any patient information, whatever your organization wants.

And then you just launched the OnBase Mobile Workflow application icon. It routes you to the workflow keys that you have the access to. So, it’s the same thing with using the clients. And then you can select your ad hoc task and you can wrap the documents as you would on the clients. Another feature within the mobile app are the custom queries. So again, no different than using a unity client or different client. You have all your customer queries there to search on, and you would then also have to make those custom queries available to the mobile device as well and you would need the access to them.

On the OnBase mobile application, you can use the upload fea