Confucius Pharmacy
Confucius Say, Document Management Will Stream-line Businesses and Reduce Paper by More Than 50%
Industry/Solution
Retail Pharmacy & Surgical Supply
Much of the pharmacy industry continues to rely on paper-based documents for day-to-day business operations. As a paper intensive industry, there is a very high risk for error when processing important documents and patient information
Effective communication and office efficiency is paramount to any business, especially with the necessary support and administrative functions in a pharmacy. As a matter of fact, the entire medical industry is focused on identifying better ways to streamline its processes. For pharmacies, this means meeting the needs of their customers with expediency, low cost and accuracy. Whether it’s a pharmacy, medical practice, or surgery center, implementing new technologies is proving to be the easiest and most effective way to help address these challenges. Confucius Pharmacy is a licensed, retail pharmacy and surgical supply store in New York City, dedicated to providing comprehensive home care services to referred patients with the utmost quality and professionalism. As a Manhattan based property, Confucius has limited working space, and their paper documents and filing cabinets began taking over most of the costly space they had. Additionally, they had trouble finding patient folders due to misfiled information or missing files and desperately needed to implement a solution that would help on the back end.
Carmen Chee, billing department manager for Confucius Pharmacy, heard about a document management software solution at a vendor’s home medical equipment (HME) conference. Andrew Bailey, president of Cabinet NG (CNG), a document management and workflow software provider, had demoed CNG’s Shared Access Filing Environment (CNG-SAFE) at the event. The solution stream-lines user tasks, by moving manual paper-based procedures into efficient automated workflow processes, eliminating the need for paper. It consolidates all information into one organized and easy-to-use system, allowing instant document filing and extensive management tools. While Chee looked at several other vendors, the pharmacy required a solution that would be able to “talk” to its web-based billing program, CareCentric’s Caretinuum, a software application designed to support single or multiple lines of business within the homecare industry. CNG-SAFE not only worked well with the program, but was more affordable than other solutions. When creating a patient folder, CNG-SAFE pulls information directly from Caretinuum so employees do not have to retype all of the patient information. CNG-SAFE also works with QuickBooks via CNG-BOOKS, an add on that streamlines QuickBooks data entry and document filing into one consistent and efficient electronic process.
Confucius used their main office as a testing site before implementing CNG-SAFE at the other pharmacy locations. At this location, the solution was initially put into operation in their prescription department where they used CNG-SAFE to create copies of their prescriptions. It was later introduced into their billing/accounting department, and they plan to implement it in their pharmacy department later this year to help keep track of customer records and inventory documents. Additionally, they purchased CNG-Web, an optional module that allows authorized employees to access CNG-SAFE via a browser. The CNG-Web interface is good for remote access because there is no software to install.
“We have a main office, four branch offices and a warehouse, and all of my filing staff can access the documents they need from each of these locations,” said Chee. “If Confucius personnel need to access documents or information while traveling, visiting customers, or working from home – the web interface lets them get to CNG-SAFE from any computer with a browser and an internet connection.”
Confucius Pharmacy fills over 600 prescriptions every day. Because they have a fast inventory turnover, it is necessary that all paperwork is quickly completed and filed correctly. There is no margin for error when it comes to patient care. Aside from the benefits of filing documents electronically, CNG-SAFE streamlined their processes with the ability to centralize and provide access across its multiple locations which improved office efficiency, and storage savings. Now, they are gaining floor space by discarding filing cabinets and saving by eliminating or significantly reducing related office supplies and consumables.
Confucius was able to obtain the access and efficiency they were looking for in addition to controlling their paper usage and reliance on storage. Chee says a document management system like CNG-SAFE can reduce paper usage by at least fifty percent. Because they can now enter new patient information electronically into CNG-SAFE, they do not have to order paper folders. Before CNG, they consumed over 500 folders per month. With CNG, they are saving over $6,500 per year, just in folder costs. “In our main location alone, we were able to eliminate five filing cabinets,” said Chee. “It might take some time to empty the rest of the cabinets, but when we have the additional space, we can add in more workstations, or just take advantage of more walking space.” The pharmacy is also saving on the cost of paper. Paper used was reduced by over 75%, going from two cases per week (20 reams), to around one case every two weeks.
The use of CNG-SAFE and other CNG products has enabled Confucius to smooth business operations and improve office efficiency, customer service and support. |
