Uninsured Patients HRSA Claims Reimbursement for COVID-19 Testing, Treatment, and Vaccine Administration

As part of the Cares Act legislation, The Department of Health and Human Services (HHS), will provide claims reimbursement to health care providers for testing, treatment, and vaccine administration to the uninsured patient population. More than $5.6 billion dollars have been paid to date and over 238,000 health care providers have enrolled in the program.

In addition, the COVID-19 Coverage Assistance Fund (CAF), launched this week. The COVID-19 Coverage Assistance Fund (CAF) will cover the costs of administering COVID-19 vaccines to patients whose health insurance doesn’t cover vaccine administration fees, or does but typically has patient cost-sharing. Patients cannot be billed directly for COVID-19 vaccine fees, or for the cost to health care providers. Now, underinsured patients will be fully covered through the CAF funds, subject to availability.

How It Works

HHS intends for the two programs to incent providers to get more shots in arms. Providers have funding available to cover the cost for underinsured patients through the CAF funds, subject to availability. Eligible providers will be reimbursed at Medicare rates for vaccine administration fees, and for any patient cost-sharing related to vaccinations, including:

  • Co-pays
  • Deductibles
  • Co-insurance

To qualify for reimbursement, providers must adhere to the following steps:

  • Enroll as a provider participant
  • Check patient eligibility in the EHR
  • Submit accurate patient information via the HRSA web portal
  • Submit correct procedural and vaccination codes
  • Submit claims electronically
  • Set up a direct deposit / an ACH account with Optum Pay

What You Need

HRSA has contracted with UnitedHealth Group to be the sole administrator of the HRSA COVID-19 Uninsured Program. There are several steps in the process to get started. First, you must set up and validate a temporary identification number (TIN) with Optum Pay. If you are already registered as a provider with Optum Pay, use your existing One Healthcare ID to sign in. If you do not have a One Healthcare ID, you can register for one on the United Healthcare portal. You will be provided with a unique provider identifier for the HRSA COVID-19 Uninsured Program Portal.

Once registered, provider organizations will need to confirm that the patient was uninsured at the time the services were rendered. The steps in the claims reimbursement process include:

  • Provide accurate patient demographic information
  • Access the web portal to submit patient information
  • Obtain a temporary member ID
  • Manage and add patients individually, or as a batch
  • Submit claims for reimbursement
  • Receive electronic deposit within 30 days

Automation Simplifies the Process

Because all submitted claims must be complete and final, accuracy is an important detail. There will be no adjustments to payment once reimbursements are paid. Automation allows the hospital and/or provider organization to review the patient information, and ensure all of the information being added is accurate and complete before submitting via any of the web authorization portals. By using automation, or a “digital workforce,” to complete these steps, the burden of manual data entry between the EHR and the HRSA web portal is removed. Automation navigates through the following steps:

  • Review patient information for coverage and eligibility in the EHR
  • Capture the necessary information for claims submission
  • Navigate to the web portal via a web browser
  • Apply for the TIN (Temporary ID Number)
  • Wait for the approval process (24 hours)
  • Send any documentation and/or notes back to the EHR
  • Ensure timely filing and submit claims for filing

Automation eliminates 12-20 time consuming and manual steps between the EHR, payer authorization portals, and the HRSA program portals. Automation ensures accuracy, which is an important factor of the HRSA COVID-19 Uninsured Program. If a claim is submitted with a potential error, the claim is returned to the provider, delaying the reimbursement process and creating the need to repeat the claims processing steps.

Why Boston Software Systems?

Robotic Process Automation (RPA) has a pivotal role in helping these programs operate effectively and efficiently. If your hospital or provider organization is looking to optimize day-to-day operations, go with a global leader in healthcare-specific RPA.

At Boston Software Systems we have worked with multiple client hospitals on the COVID-19 claims reimbursement process. KLAS reviewed and customer validated, we can have this deployed quickly and without disruption to people or existing infrastructure.

Unlocking Patient Access: The Cures Act Information Blocking Provisions

On April 5th, 2021, the National Coordinator for Health Information Technology (ONC) finalized the Cures Act’s information blocking provisions. These new rules focus on data exchange and patient information blocking. The Department of Health and Human Services (HHS) states:

“Putting patients in charge of their health records is a key piece of patient control in health care, and patient control is at the center of HHS’ work toward a value-based health care system.”

Patients have long struggled to gain access to their medical records both in hospitals and outpatient facilities. This has been complicated by the proprietary nature of the Electronic Health Record (EHR) and the lack of interoperable standards for data sharing. The new data exchange and interoperability rules will have a profound effect on an individual’s ability to manage their health information. Application Programming Interfaces (APIs) and apps will provide patients with greater control over health data, images, and clinical documentation housed in the EHR.

What This Means for Patients

Patients will have greater access to their medical records at any point in their healthcare journey, regardless of the proprietary nature of the software system. For example, if a patient is discharged from the Emergency Department (ED) a notification must be transmitted to the patient’s primary care provider (PCP), established practice group, or covered entity (ACO), and a copy of the visit made available for care coordination. The Centers for Medicare & Medicaid Services (CMS) encourages hospitals to include the patient’s chief complaint, a medication profile, discharge instructions, and a diagnosis. The rules state that providers must:

  • Provide patients with access to their medical record
  • Limit information blocking by sharing patient data with insurance companies, employers, and consumer-facing apps
  • Release lab, radiology, and/or pathology results
  • Update information in federal databases and provider directories

What This Means for Providers

The rules require that vendors open up access to the information via an API. Providers will have to re-assess and revise longstanding information sharing practices.

From a technology standpoint, providers will need to:

  • Enable patient-facing technologies (patient portals, kiosks, and apps)
  • Measure and report performance improvement efforts
  • Maintain up-to-date information in provider directories
  • Support greater transparency efforts in clinical data sharing

How Automation is Streamlining These Efforts

The use of Robotic Process Automation (RPA) raises opportunities for health informatics and information management. By streamlining some of the requirements for the providers regarding unstructured data, automation can make it easier to find unsigned provider notes, see if there’s a diagnosis code, and notify the provider, portal, or patient of any changes or updates to the healthcare information record.

Automation can speed data sharing requests and improve the interoperability effort between disparate systems, by combing through volumes of data, automating the collection, and reporting and ensuring that privacy protocols are in place when capturing and/or sharing health information.

Why Boston Software Systems?

At Boston Software Systems, we’re excited to see these new patient-centric standards, but we understand the stress this places on vendors and providers during an already challenging year. BSS has been working across the continuum of healthcare, providers, vendors, payors, and patients for decades to make data sharing across disparate platforms easier for all. We continue to support a sustainable operating model, one that reduces the challenges associated with interoperability and access, and reflects the needs of end users.

We’re happy to discuss how these rules and regulations can be streamlined for efficiency in your business model. Give us a call. With most solutions live in <30 days, we can help you achieve your goals faster and with less disruption.

Staying On Track with Digital Initiatives

This has been one tough year for healthcare, and like other parts of life, progress isn’t always linear. What we find more valuable than simply acknowledging the outcome of progress is in recognizing the value of the experience itself. And this applies well to digital technology.

We Embraced Digital Technology

We made great strides in digital health. We began thinking differently, and as we adapted to the constraints of the pandemic we realized that the transformative initiatives we were merely contemplating needed to be pushed forward faster. People began expanding their willingness to change, which made a huge difference in the outcomes of digital transformation initiatives. By implementing automation, we lessened the impact of disruption, removing or improving functional burdens in a necessity to connect data across disparate systems. The culture of the IT department has changed. We’ve gone from “that fix is scheduled in the next iteration” to “we have to fix the issue now.”

We Realized the Benefit of Telehealth

COVID-19 created the need to expand healthcare delivery with telehealth. Health systems and provider organizations developed automated workflows that refer high-risk patients to nurse triage lines and permit most patients to schedule video or audio visits with on-demand providers. We have taken a small step back in terms of reimbursement rules and regulations. We need new rules on payment parity. We also need to expand not just the delivery of healthcare via telehealth but also the access to healthcare. And that’s just the tip of the iceberg. There are so many additional directives we can take to enlarge the present capabilities, including efforts like improved care coordination, remote patient monitoring, mental health services, and a more team-based approach to chronic diseases like diabetes, high blood pressure, and COPD. Telehealth provided us with a delivery mechanism, not a destination. But the road is open to possibilities, we merely have to map out and follow the next steps.

We Saw Vaccines Developed with Unprecedented Speed

We saw drug trials that usually take years, ramp up in weeks or months, and global relationships developed to accelerate existing vaccine strategies. Lynlee Burton, head of center for vaccines and emerging infectious diseases at PRA Health Sciences, stated to Healthline, “governments and companies put resources toward prioritizing COVID-19 treatments and vaccines.” Early on during the pandemic, RPA supported the efforts of hospitals and health systems to quickly adapt to changing conditions. Boston Software Systems’ RPA solution, Boston WorkStation, allowed providers to ramp up order processing and result reporting by creating a digital workforce that could step in quickly to process and transmit lab results, bed counts, and case counts, sending reports to state and regulatory agencies on a daily basis. These automations were implemented in less than one week, alleviating a manual administrative burden on an already overwhelmed healthcare system.

COVID-19 pushed the pace of digital transformation over the “technology tipping point,” according to McKinsey. “When respondents were asked why their organizations didn’t implement these changes before the crisis, just over half said that they weren’t a top business priority.” As we continue along this trajectory, it’s important to realize that the world has fundamentally shifted, which is why many of the initiatives we rushed to market when the pandemic first hit are now being re-evaluated for continued value in a post-pandemic world.

Why Boston Software Systems?

It’s important to tie in digitization efforts to existing workflows and process constraints to realize long-term benefits. That’s why experience matters. We’ve been involved in digital transformation efforts for 30 years. That’s important, because when the path isn’t clear, you want a team you can trust to lead the way.

We’re happy to share our success stories with you. With most solutions implemented in < 30 days, savings in time and efficiency are right around the corner!

Prior Authorizations’ Impact on Healthcare

A survey conducted by the American Medical Association (AMA) discussed the impact of prior authorizations on patient care. Out of a sampling of 1,000 physicians, one-third of the respondents stated they have a dedicated staff who work on prior authorizations approximately two business days, or 14 hours, each week with 86% of the physicians surveyed ranking the prior authorization burden as being extremely high.

Unsurprisingly, 90% of physicians surveyed also stated that for those patients requiring a prior authorization for treatment, the process impacted clinical outcomes. Care was delayed in 43% of the cases sampled.

The Centers for Medicare & Medicaid Services (CMS) finalized a rule as part of their “Patients over Paperwork” initiative, which began in 2020. This final rule builds on the efforts to drive interoperability and reduce costs in healthcare by promoting secure electronic access to health data. This includes changes like allowing payers, providers, and patients to have electronic access to pending and active prior authorization decisions, in the hope it will result in fewer repeat requests for prior authorizations.

But, it’s not relieving hospitals, health systems, and providers of the present burden, forcing most to use a tedious and inefficient referral authorization process that navigates disparate portals with varying requirements for revenue cycle operations.

The workflow is clunky, error-prone, and mostly manual. When corrections are necessary, this loop of information gathering has to be repeated, adding another layer of complexity to what should be a simple process.

This manual process can take as many as forty-five clicks on various screens. The prior authorization need will always be there, but the complexity of steps that need to be taken is removed altogether through use of RPA. Automation searches for the treatment, applies the necessary codes, corrects inaccuracies or missing information, sends it to the payer, and lets staff know if the treatment needs further clarification. The process becomes nearly seamless and requires no manual intervention.

Boston Software Systems’ workflow automation platform enables revenue cycle managers to complete routine jobs efficiently and with 100% accuracy. In addition, claims status automation presents a big opportunity for both providers and payers to save money. It is estimated that the industry could save an average of $9.22 per claim status inquiry by eliminating manual processes. Costly, labor-intensive, error-prone tasks are exactly where automation shines, transforming the business of healthcare and eliminating waste from the system.

Brad Cox, Director of Patient Accounting at Northwestern Medicine states, “We found that we could automate any part of a process. We completely automated the Medically Unlikely Edits (MUE) process. We’re able to work an additional 4-6 denials every day. We look forward to automating this entire process, having the system do the write-off or adjustment for us, rather than having a person touch any part of the denial process.”

COVID-19 created a cash flow slowdown for providers. Since the start of the pandemic, hospitals and health systems have worked tirelessly to sustain revenue cycle operations amid fluctuating patient volumes. According to a recent study by Kauffman Hall, total expenses for hospitals jumped by 2.6% in February 2021, compared with the same month in 2020. Revenue cycle integrity and speed are paramount to operational sustainability.

Why Boston Software Systems?

At Boston Software Systems, we work with all revenue cycle systems, driving increased profitability and increasing staff productivity. Give us a call, we won’t take up much of your time. With most solutions implemented in < 45 days, improved efficiencies and reduced costs are right around the corner.

Applying The Lessons of Digital Technology in a Post-Pandemic World

Automation has proven to be a digital ally in hospitals and health systems over the last year. The trends around Robotic Process Automation (RPA) were accelerated during the pandemic, and there is no reason to believe the surge in adoption will slow down. Hospital and health system CEOs are leading their organizations by implementing tools like RPA to organize, input, and expedite data, removing roadblocks, improving time constraints, and making a process like vaccine registration flow smoothly from start to finish.

It’s been incredibly rewarding to see the value of technology tools in healthcare. How do we continue this momentum in a post-pandemic world? By reevaluating the use of technology tools like RPA, healthcare organizations will be better prepared for the future, and the challenges that accompany it. Many of the areas that were previously not considered as “first round” areas for an automation project will be up for reconsideration.

Vaccine Registration

The simple act of registering a patient can require 40+ data entry steps. Everything from demographics, insurance information, allergies, medications, facility codes, location of care, and more. If you participate in the CDC COVID-19 Vaccination Program, reimbursement is based on the patients’ private insurance, Medicare, or uninsured rates. Boston WorkStation navigates and automates the registration and reimbursement requirements, without additional administrative time, FTEs, or claim resubmissions. This same theory can be applied to additional areas in healthcare that require portal access, multiple steps in data entry, and interoperability challenges with the Electronic Health Record (EHR).

The Changing Paradigm of Care

Virtual healthcare was boosted by the pandemic, and some are projecting that as we return to in-person care, about one-third of patient visits will remain virtual. Telescope Health, a telemedicine provider in Northeast Florida, chose Boston WorkStation to automate patient registration and order entry during the height of the crisis. Telescope went from a high-touch, low-volume, concierge telemedicine service to seeing upwards of 7,000 patients within a 6-week period.

Lab orders went from a mere 30 per day, skyrocketing upwards to 600 per day, slowing the registration and order entry process, and making the manual data entry process impossible to sustain. A process that previously included 5-20 steps of data entry for each manual patient registration was automated and scaled to over 200 providers, within a matter of weeks. What began as a process requiring 5 FTEs working three shifts around the clock, was reduced to one part-time employee in an oversight role. The same process can be applied to future mobile site testing and telehealth connectivity roadblocks within the EHR.

It’s About People

One of the biggest lessons we’ve learned from COVID-19 is that when tested, we can accomplish some pretty amazing things. A recent McKinsey study on “CEO Leadership in a New Era” stated, “CEOs are recognizing that the barriers to boldness and speed are less about technical limits and more about such things as mindsets toward what is possible, what people are willing to do, and the degree to which implicit or explicit policies that slow things down can be challenged.”

We have witnessed profound innovation at a speed and scale that we never imagined. As we move forward in a post-pandemic world, we must keep challenging ourselves to uncover additional use cases with the same veracity, and apply them to other areas of the healthcare continuum. The organizational adjustments that healthcare leadership made led to decision-making and new developments that hold great promise for the future. We just have to apply the lessons learned, and keep moving innovation forward.

Boston Software Systems Interview with Brad Cox, Director of Patient Accounting, Northwestern Medicine

When a provider contacts a payer to check a claim status, it takes an average of 14 minutes and costs the provider $7.12. By the time a claim reaches a denied status, the provider has lost at least two weeks. Considering that the time between claims submission and payment can be as long as four weeks, these delays are costly.

Our SVP, Matt Hawkins, invited Brad Cox, Director of Patient Accounting at Northwestern Medicine, to discuss his experience with Boston WorkStation. The following is the first of a video series surrounding the use case of RPA in the revenue cycle: the challenges, benefits, and what RPA can do to improve the connected workforce.

Matt: What RPA Project Have You Found to be the Most Impactful to the Organization?

Brad: The initial automations showed us significant financial return. The initial claims status checks revealed a 330% ROI within the first year, which will grow into perpetuity. We were able to offset 17 full-time employees (FTEs) worth of work on an annual basis. That did not mean reducing our workforce by 17 people, we were able to double in size during this time. If I had not had these automations, I would have had to employ a manager, a team lead, a supervisor, desk space, computers, and associated equipment. As our growth continues, our savings will continue to grow. Overall, the work we’ve done with your team has offset in excess of 25 FTEs. That’s just part of what we’ve been able to accomplish in the RPA space.

Matt: What Impact has RPA Had for You and the Organization During the COVID-19 Pandemic?

Brad: It was March 13th, 2020 when we received the directive to get everyone home within the next two weeks. At that moment, we had what I like to refer to as a hybrid workforce, one that included some people who had worked from home previously, while others who had never worked from home. What we were forced to initiate was basically a fire sale. Everyone came in, grabbed everything off their desks, and we said, “we don’t care where you’re able to work, just work from home.” It took us about three days to transition our team. This meant getting the necessary equipment set up in the office, dealing with children, and allowing our staff to take care of life during a pandemic, while they worked. While this transition was going on, the more front-end processes like claims status checks were still functioning, because of RPA. When we were able to get back to what we called our ‘new normal,’ all of the initial work like getting denials posted and making sure our claims were being received by the payer, was taken care of by our automations. We were very fortunate that this work took care of itself.

Automating tasks in the revenue cycle allowed Brad Cox and the team at Northwestern Medicine to reduce manual data input and oversight, and spend their time on higher-value tasks. According to a recent PwC CFO Pulse Survey, nearly one-third of CFOs are looking toward tech-driven products and services to meet ongoing business demands. By adding RPA to the front-end processes like claims status checks, Northwestern Medicine is confident that they can not only meet these ongoing demands, but thrive. And they’ve proven this, by exceeding their revenue targets for seven years in a row.

Why Boston Software Systems?

Tune into this interview or the entire series with Brad Cox and Matt Hawkins, as they discuss the value of healthcare-specific RPA. If you’d like to know more about how automation can add value in the revenue cycle, let’s chat. With most of our solutions deployed in <30 days, savings are right around the corner.

Does Your Digital Transformation Strategy Include RPA?

Digital transformation refers to improvements in a “digital era.” Healthcare has seen significant strides from digital transformation efforts during the past year. Projects have included a diverse range of solutions, from hosting IT services in the cloud, to creating touchless encounters like telehealth, reducing manual tasks, and improving connectivity across disparate systems. COVID-19 increased the speed of digital transformation, and healthcare leaders are now tasked with improving these initial engagements. Agility and the ability to scale will define the new operating model moving forward in 2021.

What is a Digital Transformation Plan?

A digital transformation plan can take many shapes, but when you boil it down, it’s about placement, people, performance, and productivity. A digital transformation plan can be as simple as meeting user expectations, or as in-depth as implementing a new business model. Because each organization sees digital transformation through their own unique lens, it’s important to develop strategies that are easy to onboard, and can show a positive outcome, allowing everyone to make the shift in behaviors more easily.

The main reasons most healthcare organizations are including Robotic Process Automation (RPA) as a critical aspect of their digital transformation strategy is to increase the efficiency of internal processes, improve core business functions, ensure accuracy, integrate applications, and reduce overall costs.

Here are a few ways RPA can help:

Leverage Automation Technology To Complete Tasks More Efficiently

Gartner predicts double-digit growth in RPA through 2024. “The key driver for RPA projects is their ability to improve process quality, speed, and productivity, each of which is increasingly important as organizations try to meet the demands of cost reduction during COVID-19.” Automation allows you to #bridgethegaps between applications and processes, solving problems where legacy or proprietary systems lack integrations.

Cut Complexities In Revenue Cycle

RPA speeds up manual data entry processes, claims status checks, payment processing, and follow-up. By adding RPA to the revenue cycle, many of the manual tedious tasks can be automated. This drives down costs for front and back office services, and allows people to focus on higher priority tasks, like relationships with payers, denial management, and customer service.

Connect Disparate Data Silos In Telehealth

One of the challenges with a manual process is integrating data from external systems back to an internal system. This creates a lot of roadblocks. Telescope Health needed 5 FTEs, working on three shifts, to manually enter patients in their internal system. After implementing automation, this process requires only one floating FTE. Every order entered is complete and the communication process loop is closed. “85% of our data entry process is being done by automation and our overall error rate for integration has dropped by 70%.”

Improve Vaccine Distribution

Having a digital workforce streamlines the vaccination distribution process by uncovering patient groups, verifying, registering, and scheduling appointments, reporting lot numbers of vaccines registered, and queueing up second dose follow-ups. RPA can even create an encounter for the second dose at a specified date and time. Hours of manual data manipulation, copy/paste/input are eliminated, freeing up human staff for other registration and scheduling functions. An RPA automation can run 24/7, with faster speed, greater accuracy, and no interference with daily workflows.

Why Boston Software Systems?

Digital transformation consists of modern tools and processes leveraged to solve business problems. The priorities are different for each organization. Let’s discuss the current state of your digital “health” and see where a successful transformation might be able to help. Let’s chat for 30 minutes to give you a better perspective of opportunities and costs.

How Can a Digital Workforce Address Healthcare’s Challenges?

It’s truly been a year in healthcare, and with it came many changes as a result of the challenges posed by the COVID-19 pandemic. Technology quickly accelerated the adoption of digital health services and solutions like telehealth and RPA, because organizations were in need of tools that could be deployed quickly and easily, without interruption to the larger IT infrastructure. We thought less about “perfect” and more about “progress” in the last year, by simplifying onboarding requirements, like short-term reimbursement models that encourage provider participation.

Now that we’ve been through the first (and second) phase of the pandemic, and are involved in the vaccine rollout, we’re again witnessing the need for a more efficient way to balance the health of patient populations with the continuity of healthcare operations. Will the lessons we learned over the last year fortify us if we are faced with a new pandemic in the future?

As discussed during the recent #HITsm chat, digital health tools were readily available pre-pandemic, but COVID-19 proved the use case for many organizations. As hospitals and health systems were required to pivot to meet the needs of patients, they became willing to embrace tools to make this connection easier.

In short, COVID-19 showcased the value of digital health. But, it also pointed out the pitfalls. Patient portals, integration issues, disparate data silos, and lack of EHR integration made things difficult for many workflow scenarios. Automation solutions stepped up, to decrease the physical and logistical constraints of connectivity.

Automation allowed the providers at Telescope Health to reduce the need for 24-hour shifts to register patients and enter lab orders at drive-through testing sites. Telescope Health went from employing 5 FTEs in three shifts around the clock to employing one FTE in an oversight role. Boston WorkStation simplified the order entry process in the lab portal, thereby reducing the hours of manual data entry necessary to complete each patient registration.

Automation allowed other organizations to make the registration process more fluid, by simplifying the registration process and creating second dose encounters. This improved workflows and ensured accuracy in scheduling. Automation provided a better flow for web portals, syncing patient data from the portal with registration and scheduling systems, creating new medical record numbers (MRNs), and/or reducing the number of duplicate patient profiles (and errors) in the system.

Clients have used automation to aid with check-ins, validate rules in multiple systems, complete audits, monitor supply chain inventories, and record vaccine lot numbers. They have automated the regulatory load of reporting, by speeding reports to state and federal agencies. Now that healthcare has witnessed the benefit of adding a “digital workforce,” our hope is that it will be hard to put the genie back in the bottle. Improving care at the human level is the outcome we’re striving for. Reducing the paperwork jungle, improving clinical and administrative workflows, and reducing burnout. That’s where a digital workforce shines.

Why Boston Software Systems?

Spend 15 minutes to learn more about how automation can help your organization thrive during the vaccine rollout and beyond. We’ll help you define the best areas for a digital transformation strategy. With most solutions implemented in <45 days, savings in time and efficiencies are right around the corner.

How Healthcare Automation is Reducing Resource Requirements

Hospitals and health systems worldwide have embraced the ability of Robotic Process Automation (RPA) to facilitate services and drive operational efficiencies over the last year. These digital transformation efforts continue to be advantageous – and not just for these chaotic times of COVID-19. RPA technology has proven to be an enabler for people, with benefits extending well into the future requirements of healthcare operations.

The COVID-19 pandemic accelerated the role of technology. The true test of this progress will be in how we resist the temptation to take our foot off the gas, and continue to drive improvements in the way care is connected, delivered, and received. Here’s a few of the ways automation in healthcare continues to reduce resource requirements:

Vaccine Rollout
The COVID-19 vaccine rollout process has been difficult. RPA has streamlined the end-to-end process by uncovering patient groups, verifying, registering, and scheduling appointments, reporting lot numbers of vaccines registered, and queueing up second dose follow-ups. RPA can even create an encounter for the second dose at a specified date and time. Hours of manual data manipulation, copy/paste/input are eliminated, freeing up the human staff. An RPA automation can run 24/7, with faster speed, greater accuracy, and no interference with daily workflows.

Faster Data to the EHR
RPA automation collects and organizes data across care settings, gathering information from various data silos and sending it to the EHR, eliminating the tedious, manual efforts of collecting and collating information from disparate systems. These efforts reduce physician frustration, thereby reducing the amount of resources required to gather, connect, and organize patient data. RPA “bots” ensure that healthcare systems and providers have all the authorizations necessary to treat patients, without encountering interruptions due to miscommunication or clerical errors.

Improved Reporting Metrics
A critical lack of alignment poses significant challenges in balancing the needs of public and population health. RPA allows providers to harness the data, deriving maximum value and meaningful results without spending an inordinate amount of time on the process. During the vaccine rollout, health systems have used RPA to report and share lab results, uncover patient lists, improve scheduling, and keep up with various state regulatory requirements, without the need for additional FTEs.

Revenue Cycle Optimization
Streamlining revenue cycle processes improves clean claim rates, reduces the days in A/R, and increases time to value. Brad Cox, Director of Patient Accounts at Northwestern Medicine states, “We were able to offset 17 FTEs worth of work on an annual basis, by implementing these automations. That did not mean reducing our workforce by 17 people, we were able to double in size during this time. This is by no means the entirety of the efficiencies we gained, but if I had not had these automations, I would have had to employ a manager, a team lead, a supervisor, desk space, computers, and associated equipment. Instead, we are able to do the work we needed to do and continue to grow.”

Why Boston Software Systems?

RPA automation is leading most CIO digital transformation plans, and it’s easy to see why. Boston WorkStation 20 makes it faster and easier than ever for users to significantly increase the speed and scale of their automation projects. Give us a call to discuss. We won’t take up much of your time and can get projects started quickly. Learn more about Boston WorkStation, and how it can power your future.

KLAS 2021 RPA Satisfaction Scores

KLAS Research released their annual “Best in KLAS 2021” report last week on Software and Services. We’re thrilled to be introduced in the Robotic Process Automation (RPA) vendor category, a new market segment for 2021. KLAS puts forth significant effort to find the true story of what is happening with every healthcare vendor solution. New for this year, they highlighted companies that have impressive data points to consider.

Boston Software Systems scored high on the KLAS RPA satisfaction scale, ranking second place in the #RPA category.

Having a consistent approach, knowledgeable team, fast response times, and reliable results makes a difference to our customers. It’s always good to be noticed, and we’re grateful for this overwhelmingly positive response:

With the software average for KLAS Related Products being a score of 82.8, Boston Software Systems scored a solid 90.8 in terms of overall ranking.

KLAS gave Boston Software Systems solid A’s in company culture, loyalty, operations, and value, uncovering these insights from our customers:

  • 100% of Boston WorkStation customers report Boston Software Systems keeps their promises.
  • 100% of Boston WorkStation customers report that Boston Software Systems is part of their long-term plans.
  • 100% of Boston WorkStation customers report that they would purchase from Boston Software Systems again.

Company Culture, Loyalty, Operations, and Value

Boston WorkStation was given high scores in overall product quality, and driving tangible outcomes. The product “works as promoted, and delivers a ‘money’s worth’ return on investment, with quality of training, support, and ease of use” driving the value add.

Here’s a sample of the feedback received:

Physician, Service and Support

I have worked so closely with the vendor, and they have been amazing. I was always on the phone with their developers and working on tweaking their code, validating, and redoing things. Boston Software was just so great to work with. I have worked mostly with the vendor’s worker bees. They have given us great service, so I would assume the executive level has been good too, but I didn’t work directly with the executives.

Director, Technology

Unlike a lot of the other vendors that are magically entering the space, Boston Software actually knows healthcare. They are able to physically interact. They absolutely do what they say they will do. A lot of the other vendors out there send files back and forth, and that has got a lot of failure points. The last thing that I need is to manage more files going between multiple systems, hitting multiple FTP sites, and then the reconciliation that is required to maintain that. I like that the robotic process automation (RPA) is able to do the work that an actual human would do while scanning through information. The only difference is that the RPA is going 24/7. The RPA is running constantly.

CIO, Implementation and Training

I have no dissatisfaction with the implementation services, so I would give the vendor the highest score. The implementation and training were pretty straightforward, so I have no complaints.

CIO, Interfacing and Integration

When it comes to supporting our integration goals, our goals are in a limited niche, so I would give the vendor a pretty high score. I do some interfacing, and the system works the way I need it to. The functionality is meeting my needs.

“We couldn’t be more excited for KLAS to initiate coverage of RPA in the Healthcare market. While many other research firms have been covering RPA, they are not sector specific. KLAS’ reputation in healthcare is unparalleled as they are part of the fabric of the healthcare community. We know the work they have done will help healthcare organizations select vendors that can deliver results in these trying times.”
– Matt Hawkins, EVP Healthcare Strategy

Thank you, KLAS Research, for taking the time to speak with our customers. Quality is an integral part of our company culture and we look forward to every opportunity to improve, year over year.

Why Boston Software Systems?

Boston Software Systems’ singular focus is healthcare. We remain true to the level of service our clients have come to expect for over 30 years. We’ve worked with all EHR vendors and applications, and are available on site or in the cloud. To view the Best in KLAS 2021 report, visit the KLAS website, or simply fill out this form to download the eTech Spotlight and take a look at how we rank against the competition.