Integrating New Patients into a Dental Practice

Who?

David Wolf, DDS runs a small but successful private dentistry practice in Milford, West Boston. This tight-knit medical care provider develops an intimate relationship with its clients and focuses on providing the best care possible. “We specialize in adolescents to adults,” David Wolf said. And with seven employees and one dentist to cover “about 1500 active patients,” David Wolf needs to make his workflow as efficient as possible to ensure that he can integrate new patients into his care as rapidly as possible.

David Wolf, DDS

The Problem

Integrating new patients into thriving practice isn’t always easy. With 1500 patients already in his care, adding new patients was taking unnecessary time and energy away from those already in his care.

The old process of integrating new patients into his care was clumsy and time-consuming before Wolf switched to PDFfiller. “We have all digital charts so what was happening before, the patient could fill in the PDFs, but they’d have to print them out and bring them in. But then we’d have to scan them back into their digital chart and then we would shred them, so we were kind of chasing our tail,” Wolf said.

And that was when the office was fortunate enough to have patients follow through on their paperwork at home. Often, with Wolf’s previous solution, patients “either didn’t [complete the forms], which meant that when they showed up, we had to give them written forms to fill in in the waiting area, or if they did do it, they would bring it in, or sometimes they forgot them.”

Wolf knew that he needed to cut down on the time it took to integrate patients. Drawn by PDFfiller’s ability to easily make forms fillable and have them filled out digitally by clients, Wolf “figured out that I could probably set [PDFfiller] up [for business]. “We’re seeing about 20 new patients a month and the amount of time it would take to get the information on paper and scan it in and shred it was probably 15 minutes per patient, so probably about four hours of work per month” said Wolf.

Then Wolf tried PDFfiller and simplified his digital document management. Now, “we… use [PDFfiller] to process new patients,” said Wolf. And, “[The transition] was really simple for the office.”

The Solution: PDFfiller

Now, said Wolf, “we’re using [PDFfiller] for our patients to submit their medical history forms and insurance forms online.”

David Wolf’s front office depends on PDFfiller, saving them time and energy and making the process of integrating new patients into their care easier than ever.

The process of integrating PDFfiller into Wolf’s office workflow was easy:

“We already had the fillable forms ready to go,” said Wolf. “There was a little bit of effort getting the fillable link forms the way I wanted them,” but after uploading a document or downloading one from the internet, converting it into a fillable form is easy with PDFfiller’s drag-and-drop form creation wizard, which allows users to add fillable fields intuitively to a form with just a few clicks. Importantly for Wolf, PDFfiller allows parts of the form to be made mandatory including adding contact information – “since [with] the fillable forms, you can select what fields are required, it also saves us from having the patients not skip something… we [also] force patients to put their name and email address in when they submit the form so it allows us to match their name up with their digital chart in the office and import the information into their chart,” said Wolf, making the whole process much easier for Wolf’s front office.

After Wolf created his fillable form, he could then distribute it to patients in a number of ways. However, Wolf chose to integrate the fillable PDFfiller form into his website. “If we have a patient call for a new appointment, the easiest thing we do is we just have them go to our website and click on the link [to the fillable document],” said Wolf. “But if they’re not somewhere where they can do that right when they’re calling us, then we will get their email address and email them the link, so they can collect the email and click on the link to fill the forms out later.”

PDFfiller helps users with the powerful ‘LinkToFill’ feature, which allows PDFfiller users to send fillable forms to recipients to complete and return with just a click from inside PDFfiller’s easy-to-use online interface. You can also distribute forms with a URL or a QR code. PDFfiller’s powerful and proprietary ‘SendToSign’ feature makes it easy to create a form and send it others for a legally-binding electronic signature with just a click.

After a new patient completes a form, Wolf’s front office receives an email notifying them that a form has been completed by a specific new patient. The front office will “save the PDF information and then import it into the patient chart.” “[When] the patient arrives for their appointment, we have all their information,” said Wolf, making the check-in process quick and easy for Wolf’s front office and the patient.

Benefits

Speed

PDFfiller is the fastest way to add patient data into Wolf’s database and new patients into his practice. “Probably [dealing with new patients’ forms takes] less than a half an hour’s worth of work [with PDFfiller],” said Wolf, “So it’s probably saving us close to three and a half hours of office work a month.” Wolf’s office has cut the time of processing intake forms by 87.5% using PDFfiller. “Being able to have [patients] be able to fill the forms out online and have them directly imported into their digital charts saves us a ton of time,” said Wolf. “It also saves us so much time because we do not have to scan the information back in and shred it as we did with the paper version.” Moreover, PDFfiller never saves customer data on its servers after the customer deletes his form — PDFfiller does the digital shredding for you.

Convenience

Not only is PDFfiller the fastest way to fill out forms online, it is also the most convenient, making the new patient intake process easier for both patients and front office staff. “[PDFfiller] just makes it a lot more convenient for [new patients] if they want to have the forms ready before they get here,” said Wolf. Moreover, PDFfiller “streamlines the communication process and it decreases the amount of manual labor that we have to do to collect the patient data… it saves our office a huge amount of effort in collecting the patient data” and makes dealing with medical information and insurance companies much easier,” Wolf said.

Cost Savings

It’s difficult to quantify the value of PDFfiller, said Wolf. PDFfiller, though, saves the office time and energy and “for the cost of running a dental office, [the] $180/year subscription for PDFfiller is a really inconsequential amount of money. I think it’s really reasonably priced and I think it certainly pays for itself in convenience alone.”

Security

PDFfiller makes it safer to transfer and store documents than other online services, or even keeping paper copies. Completely HIPAA compliant, PDFfiller makes digital document management secure. [Before PDFfiller] we had the fillable forms, but we weren’t having the patients email them to us because of the security thing. But having a secure portal where the patient can just fill in their form and submit it is the reason we decided to start doing it this way [with PDFfiller],” Wolf said.

Customer Service

PDFfiller’s customer service is available 24/7 to help users whenever they have a problem and make the most of the internet’s best complete document management solution. Customer service was] great, they helped me, they helped merge some documents together. I had a great response from customer service, for sure,” said Wolf.

Conclusion

At Wolf’s dentistry practice, PDFfiller has proven itself to be the best way to integrate new patients into the practice. Faster, easier, and safer than other solutions, PDFfiller makes the process better for both staff and the patients themselves. “So far we haven’t had any problems,” Wolf said. “The staff likes it because it saves them a lot of steps.”

PDFfiller has improved the rate at which new patients complete forms before coming into the office, making it easier and faster to integrate them into Wolf’s digital patient system. “We probably have about fifty percent response rate now, where the patients submit the form digitally,” said Wolf. And while “half [of the new patients] show up and do it on paper once they get [to the office], said Wolf, “our next step probably will be to actually use a tablet in our waiting area, so instead of filling out the form on paper in the waiting area, we’ll just have them fill it out on the tablet while they’re here, so we can just eliminate that extra paper step as well.” Wolf also hopes to integrate PDFfiller’s API functionality into the website of his other company, Dental Care Links, to process PDFforms and “incorporate PDfiller’s ability into [Dental Care Links’] functionality – two solutions in one location,” Wolf said.

As a digital document management solution, “I would definitely recommend it to any dentist or doctor that needs to have their patient fill in the medical history forms before they arrive,” Wolf said. “I think it’s a great solution.”

For the complete paper, click on the link below:

 

Using PDFfiller to Compile Boy Scout Forms and Send Permission Slips

Who?

The Boy Scouts of America are a large national organization with almost three million youth members and almost a million active adults. In existence since 1910, the Scouts have a long history of instilling self-reliance, patriotism, and character development in their members. They rely on a range of activities, education, and outdoor adventure.

As an assistant scout manager, Nathan Appel helps to lead a troop of these young scouts. A systems analyst by trade doing statistical analysis for research, Appel devotes much of his free time to the Boy Scouts.

The BSA was founded in 1910 and,
since then, more than 110 million
Americans have been participants in
BSA programs at some time.

The Problem

While organizing various activities and dealing with paperwork for the scouts, Appel found himself wasting time with paper documents and struggling with digital forms.

“Some of the forms that the Boy Scouts of America have are PDF forms, but they’re not fillable, they’re write-out,” said Appel. “And some of these [forms] have to be done multiple times a year in order to track service hours and all these other things that are important.”

Making sure that documents are completed and submitted properly and promptly is critical because “the boys need the service hours and all that counts towards making rank and getting to the final phase of Eagle Scout,” Appel said.

Before Appel started using PDFfiller, documents were being dealt with inefficiently digitally or having to be written out by hand. Then Appel found PDFfiller.

The Solution

Now Appel uses PDFfiller almost every week for his 40 Boy Scouts. PDFfiller expedites various workflows for Appel, from permission slips to tracking service hours.

For his permission slips, Appel digitizes them and adds fillable fields using PDFfiller’s easy drag and drop wizard. He can then distribute them to parents to complete electronically using PDFfiller’s powerful, ‘SendToSign’ feature which enables him to send the forms directly from PDFFiller using a link, URL, or QR code. Parents can then complete the forms from any internet-connected device, anywhere, and at anytime, add an electronic signature, and then return them digitally absolutely instantly. “For every outing that we go on, the boys have to fill out a permission slip,” said Appel, so “I made it fillable using PDFiller so now you can sign it online… If somebody forgets a permission slip, they can just send it to me electronically, they don’t have to go to the venue or whatever and I don’t have to follow up.”

Primarily, though, Appel relies on PDFiller to complete his Scouts’ “Journey to Excellence” forms digitally. PDFfiller allows Appel to create a template and edit a document using powerful tools quickly and easily. Moreover, PDFfiller allows Appel to consolidate and store these documents and edit them over the course of the year before he submits them. With PDFfiller, It’s easy to add and edit text at any time and from any internet-connected device and when you’re done, just sign the document with a legally binding electronic signature and save it, print it, or send it. Now, with PDFfiller, Appel can “take these forms that aren’t fillable and fill all this stuff in, which has been great.”

The Benefits of Using PDFfiller

Speed

PDFfiller is the fastest way to create, edit, send and sign PDF forms online. For Appel, it saves “probably an hour every time not writing it out, making a mistake, or anything like that. So I’ve done four forms, so at least four hours. And with the fillable form that saves everybody a multitude of hours.”

Convenience

PDFfiller makes it simple to manipulate and distribute forms electronically – “it’s easy to use,” said Appel. Powerful features like ‘SendToSign’ make it easy to transmit documents like permission slips for signature while advanced editing tools allow users to highlight, redact, annotate, edit, and erase text from PDF documents easily. PDFfiller even allows users to add electronically binding digital signatures with just the click of a mouse. Moreover, PDFfiller allows you to consolidate and archive all of your documents in one place so you can edit, send, and sign them whenever you want, from any internet-connected device, anywhere.

Savings

PDFfiller saves time and money for organizations large and small. Save on the cost of paper and document postage; just as important though, save your time and energy for more important work by using PDFfiller to streamline your document management.

Security

PDFfiller is the safest way to manage your documents. With PINs, two-factor authentication, audit trails, and unique document IDs, you can be sure your documents are safe. PDFfiller relies on Amazon’s S3 servers which offer redundant backups and high-level physical security, so you know your documents are always accessible, whenever and wherever you need them.

Ecology

The average U.S. office worker uses 10,000 sheets of paper every year. Everyday, PDFfiller helps its users go green by allowing them to convert all of their document workflow to a paperless digital solution. It’s the best way to save the environment and streamline your workflow. After switching to PDFfiller, Appel found that “I’m not handling a lot of hard copy, which is good [for the environment].”

Conclusion

PDFfiller functions like a digital Swiss Army Knife for Appel’s Boy Scout troop, fulfilling a range of administrative needs.  “It worked well” on whatever task they applied it to, Appel said. Wherever you are, you can count on having the right tool for all your document needs, a flexible, powerful, and full-featured document management solution. Appel recommends PDFfiller and has found it useful, particularly for “something like the Boy Scouts where you have to have a [lot] of paperwork to hand in to the parent organization, anytime you can make it very clean and clear so none of the information gets lost for these boys, that’s always a plus.” PDFfiller is always there for Appel and his troop of Boy Scouts and will be a useful tool in years to come, as Appel applies it to “other forms that we have to do, …make PDFs from there, sign in sheets, all the other things, and just have it handle all the paperwork that we have to create.”

For the complete paper, click on the link below:

 

Using PDFfiller, Poly Pharmaceuticals Streamlined their HR Workflow

Who?

Poly Pharmaceuticals in Huntsville, Alabama focuses on offsite manufacturing and distribution of pharmaceuticals as well as developing and marketing products for treating a range of conditions, from coughs and colds to urological issues. Since 1980, they’ve been developing their own drugs in-house while working through business partnerships, licensing, and acquisitions, to bring innovative pharmaceutical products to the market and deliver quality drugs to patients in need.

Margaret Wood is Poly Pharmaceuticals’ HR and Accounting Director, taking responsibility for all HR functions, onboarding, and benefits administration. Her job requires her to deal with a plethora of documents and more importantly, manage professional relationships and day-to-day administration; she often relies on documents as the medium by which she connects with her coworkers.

The Problem

Wood was originally drawn to PDFfiller because it made it easy to complete PDFs and e-sign documents.

But before they integrated PDFfiller into their corporate workflow, Poly Pharmaceuticals was wrestling with a variety of problems with no easy solutions.

Onboarding is critical for Poly Pharmaceuticals to integrate new employees to their team and keeping them apprised of company developments and work progress. For Wood, “without an HRIS [Human Resource Information System], onboarding and getting documents returned in a timely manner was a nightmare. People would try to fax them and a page would get missed, delaying the onboarding process.” This made the hiring process longer and more complicated and slowed the rate at which these new hires could contribute to the work of Poly Pharmaceuticals.

Moreover, the day-to-day administrative tasks that HR handles were slow and inconvenient with a paper based solution:

“Requesting PTO [paid time off] and submitting expenses for approval would bottleneck during the approval process due to the required signatures. Employees would have to print, sign, scan and send [the requisite documents] to the Manager. The manager would then sign and forward [these documents] to HR. Employees ended up taking more than their accrued time or HR was constantly requesting approved expense reports. Also, some requests or expenses would get lost in the shuffle. This could be a 3-4 day process.”

Instead of a simple solution, dependance on paper documents meant that Wood was forced to have “constant communication with managers for missing documents,” said Wood. “It took too many man-hours to get all the information in a timely manner”. The result, said Wood, was “cut off dates were implemented with little success” and moreover, there was “confusion, stress and chaos for everyone.” The company prides itself on, and has a reputation for, maintaining good employee relationships and thus they needed a way to continue this without interference to ensure the satisfaction of current and new employees.

But switching to PDFfiller was easy and in only “about two hours [Poly Pharmaceuticals] change[d] all our documents to fillable and e-signature documents”, said Wood. Two minutes later, they had been uploaded to the CRM and the transition to PDFfiller was complete.

The Solution

With PDFfiller, processes that once took hours, now take just minutes. Everyday, 35-40 people at Poly Pharmaceuticals use PDFfiller to deal with document-based queries and administrative work.

Anywhere employees go, they can connect with HR and back office staff to coordinate, arrange business affairs, organize paid time off, get support with onboarding, etc. PDFfiller helps assuage the administrative burden on HR by making it easy to send documents and transmit information.

Because 85% of Poly Pharmaceuticals employees are mobile sales representatives, they rely on PDFfiller to transmit important information from the road. PDFfiller is available on any internet-connected device from anywhere at any time.

The process is easy — the back office can send the requisite documents out to mobile salespeople to complete while on the road. For administrative documents, “the forms reside on the CRM, employees fill them out, e-sign [them] and send [them back to] HR.”

Using PDFfiller’s proprietary ‘LinkToFill’ feature, Wood can turn administrative PDF documents into interactive fillable forms available to anyone to fill out at any time and from any device. The process is simple: Wood just needs to add fillable fields to the document using PDFfiller’s simple and convenient drag and drop wizard — no coding or hosting necessary. Wood can then send the documents to specific employees for completion whenever it is needed and wherever they are with just the click of a mouse.

“PDFs cross all devices and it has eliminated the need for a scanner, printer etc.,” said Wood, citing one of the major advantages of PDFfiller.

If a mobile salesperson needs to provide specific information to the home office while on the road or get approval from management, it’s simple to send a document to the back office for signature using PDFfiller’s ‘SendToSign’ feature. The ‘SendToSign’ feature allows users to request a signature from a anyone, anytime, and from anywhere in just a few clicks.

With PDFfiller, “[employees] can use their mobile devices anywhere there is [internet] to access the [fillable] forms, freeing them up to take care of business,” said Wood. “They absolutely love the freedom and easy access and (almost) instant approvals.”

The advantages are numerous — Wood saves time and energy and for Poly Pharmaceuticals, using PDFFiller expedites business and simplifies HR work.

Benefits

Speed

Processes that once took days, now take just minutes with PDFfiller. Onboarding, editing, and signing documents were faster once Poly Pharmaceuticals went digital. PDFfiller’s powerful and proprietary features like LinkToFill and SendToSign makes collaborating with colleagues and clients and collecting signatures faster than a paper-based document solution.

Convenience

PDFfiller is always available from any internet-connected device, at anytime, anywhere. Easy-to-use editing tools allow you to redact, highlight, and edit documents and add sticky notes. And even with these powerful features, PDFfiller is still simple — it is “quite easy [to use],” said Wood, “even those who claim not to be ‘computer-savvy’ use it on a regular basis.”

Mobility

PDFfiller is a completely online solution, which means that documents can be edited, signed, and sent from anyone on the road anywhere and from any internet connected device. There is no longer a need for pens and paper, printers and scanners, when you have the complete mobile online document solution at your fingertips all the time.

Security

PDFfiller is an ultra-secure document management solution. Many organizations and care providers in the healthcare and medical field value PDFfiller’s HIPAA compliancy; for Wood and Poly Pharmaceuticals, security was a concern because they were sending and storing new hire applications and personal documents with sensitive information. Moreover, PDFfiller allows users to password protect specific documents for an added layer of protection and enable two-factor authentication, the same level of electronic security most banks use. It also offers ‘Audit Trail’, which allows you to monitor account activity and see any access to your account or changes to your document as well as see when and from where they were filled out and signed.

Ecological Benefits

PDFfiller doesn’t just save Poly Pharmaceuticals time and money, it also helps them save the environment — going green is easy with PDFfiller. The average US office worker uses 10,000 sheets of paper every year; PDFfiller helps reduce that figure substantially. “Absolutely,” the ecological benefits of PDFfiller were appealing, said Wood.With PDFfiller, Poly Pharmaceuticals can “save a tree — or thousands!”.

Conclusion

PDFfiller has helped Margaret Wood and Poly Pharmaceuticals streamline and improve their workflow. “We are using [PDFfiller] to the max” in order to expedite various HR processes, said Wood. And with the implementation of PDFfiller, “the collateral benefits cannot be touted enough — [we are] reducing paper flow, increasing productivity time, and boosting [employee] morale”.

Switching to PDFfiller “made sense!” said Wood. Because now Poly Pharmaceuticals has “documents [that employees] can e-sign [and] send directly to HR for approval,” Wood said, it is a “problem solved!” But not only did switching to PDFfiller solve specific problems in Poly Pharmaceutical’s workflow, it also translated across their business, particularly in the work and morale of employees. “Big WIN!” said Wood.

For the complete paper, click on the link below:

 

From Paper to Digital Human Resources with CHG Healthcare

digital human resources

Who?

CHG Healthcare services was originally founded to enlist the services of traveling physicians as a way to deliver medical care to rural communities. Now, however, CHG specializes in the temporary and permanent placement of doctors, nurses and other healthcare professionals across the US.

CHG has its headquarters in Salt Lake City, Utah and employs more than 2,000 people in seven offices located around the U.S. They do business in all 50 states and have the broadest offering of healthcare professionals in the industry.

CHG Awarded No. 18 by
FORTUNE Magazine in 2016

The Problem

Easier and More Efficient Doctor Onboarding

To fulfill their mission of providing life-saving healthcare to those who need it most, CHG Healthcare Services needed a faster way to onboard doctors and facilitate locum tenens (that is, the ad hoc appointment of temporary doctors) in hospitals and healthcare facilities around the nation.

As part of its staffing services, CHG works for doctors and healthcare facilities to procure, fill, and finalize hospital privileging forms (that specific medical care permissions) and state license applications, both of which are long and complex documents, often containing state- or institution-specific provisions.

CHG’s previous system relied on paper doctor privileging documents and state licensing forms, which had to be faxed and sent by FedEx, often creating administrative delays and restricting the availability of doctors at crucial moments.

In order to streamline the physician onboarding process, CHG needed a solution that would allow doctors and administrators on the go to edit and share feedback on their documents, sign applications online, and expedite the turnaround of completed forms.

The Solution

PDFfiller’s Document Management Platform

For the past year, CHG has used PDFfiller to accelerate doctor onboarding and to introduce a whole new level of agility and control to the document management workflows involved in hospital staffing. The new system benefits everyone involved including the doctors, the healthcare institutions where they are needed, and the administrators working to oversee the placement process.

After procuring the correct forms, which can range from 80-200 pages, CHG’s team uses PDFfiller’s document editor to pre-fill any available information, saving the doctor valuable time and effort. Using PDFfiller’s annotation tools, administrators can highlight, annotate, or apply sticky notes to areas of the document that require special attention. Once the documents have been filled as much as possible, they are sent to physicians using PDFfiller’s SendToSign feature.

With SendToSign, doctors receive an email on their computer or mobile device that contains a link giving them access to the document inside PDFfiller’s online document editor. From there the doctors can fill in the information that hasn’t already been inputted into the document, edit anything that has been entered incorrectly, and add their own electronic signature. After completion by the physician, the document is instantly returned to the administrator who can check it for errors or missing information, return it for correction, or pass it on to the relevant healthcare facility. A delay or mistake can have significant consequences, delaying the provision of medical care or diverting administrative and medical resources from patients to needless paperwork.

By digitizing document workflow, PDFfiller allows doctors to have access to all necessary documents wherever they happen to be, meaning these documents can be finalized and returned with far greater speed, accuracy, and convenience than paper versions. The range of document management options that PDFfiller offers combined with the speed of working with documents online makes the entire physician onboarding process more efficient, with benefits for everyone involved.

The Benefits of Using PDFfiller

Mobile Access

For CHG, one of the highlights of PDFfiller is its ability to be used anywhere and on any internet-connected device. This allows providers to electronically fill, edit and sign a document from their smartphone anywhere and anytime. According to Angela Grover who works with CHG’s hospital privileging team, “Sometimes we have situations where there is a hospital that needs someone right away and we have patients that can’t be seen because we couldn’t get the documentation back because we had to Fedex it to them and [the doctors] had to Fedex it back to us. The fact that they can sign on their phone and get it back to us the same day is huge for our business and for the number of patients that we serve”.

quotes

The fact that the doctors can sign on their phone and get the documentation back to us the same day is huge for our business and for the number of patients that we serve.

– Angela Grover, CHG’s hospital privileging team

Easy to Use

When working in time-critical situations, it is essential that office software be both powerful and easy to use. Among the document management options that CHG tested, PDFfiller stood out from the competition in terms of user-friendliness from the point of view of both CHG’s administrators and from that of the doctors and healthcare facilities that CHG serves. According to Eric Lindeman, Director of Product Management of the IT Division of CHG, “Our team really like the ease of use by those who we were interfacing with. The doctors enjoyed their user experience, which drove our wanting to adopt it more than others”.

100x Faster Document Turnaround

The fact that doctors can edit, sign, and return forms instantly has meant that document finalization that once took CHG administrators weeks now take a matter of minutes. The implications of getting doctors employed faster extend beyond the positive impacts for the healthcare institutions to the patients themselves. Angela Grover said, “if we are able to narrow a timeline that our providers can finish applications and it helps a hospital to get privileges faster, that means a doctor goes to work at the facility quicker and that the patients in that community are going to be served, versus that physician not being able to get it done and not being able to go and help – it might be a rural area where someone might have to drive two hours to go see a doctor and not having the provider there.”

Security

Because CHG regularly transmits sensitive medical documents, it depends on PDFfiller’s ultra-secure document storage and transmission services to protect its practice and its clients.

PDFfiller uses Amazon’s S3 servers, which have multiple backup locations, instant and uninterrupted data access, and high-level physical security. PDFfiller is also HIPAA compliant, a critical factor for those in the medical field.

PDFfiller’s advanced tools let you take control of your documents and protect your information. An audit trail lets you see whether users have accessed or edited your documents. Notifications allow you to keep track of your account activity.

Secure document deletion means that you can virtually “shred” the documents that you no longer want to keep.

Encrypted folders with two-factor authentication provide an additional level of security for the sensitive documents that you do want to hold on to.

Requirements for authentication of fillers/signers through mobile phone, password, PIN or social ensures that you always know for sure who filled out your form.

CHG branding of PDFfiller documents

PDFfiller looks to its customers to shape the development of its service, meaning that it is constantly evolving to solve real-world document management problems. The creation of customized solutions to address new needs has ranged from the development of document management tools for specific workflows to the creation of branding strategies for more complex corporate structures.

As CHG’s use of PDFfiller extended to a growing number of CHG’s affiliate companies, CHG realized that they had to do more to control the branded appearance of the communications sent out to request doctor feedback. PDFfiller developed a system for a master corporate account that lets companies apply a variety of logos as needed to subaccounts, meaning CHG always has the branding they need.

Customer Support

PDFfiller’s 24/7 customer support means that users like CHG can always rely on PDFfiller to be there whenever they have a problem or need help.

Conclusion

CHG has come to rely on PDFfiller to facilitate fundamental aspects of its workflow and document management. From doctor onboarding and privileging to signing forms and sharing documents, CHG depends on PDFfiller to make sure their document workflow is efficient and medical practices run properly.

PDFfiller combines a high security platform with an easy to use interface and mobile access to ensure that users can annotate, send, and sign documents quickly and easily. This combination of features means that CHG can facilitate document and information exchange securely and effectively. Most importantly, because PDFfiller helps CHG manage their workflow effectively, CHG can help provide proper care to thousands of patients all over the country.

digital human resources

For the complete paper, click on the link below:

From Paper to Digital Human Resources with CHG Healthcare

 

Medical Regulatory Compliance using PDFfiller

Who?

Village Fertility Pharmacy, Inc. has served clients across the country for over 25 years. Based in Waltham Massachusetts and specializing in infertility treatments and assisted reproductive therapies, Village Fertility Pharmacy, Inc. maintains licenses and a distribution network in 25 states, making sure thousands of thousands of customers have the medication they need.

mipa logo

Village Fertility Pharmacy, Inc. is guided by a desire to provide safe, fast, and high quality pharmacy services complete with an emphasis on customer service and patient education. Village Fertility Pharmacy, Inc. isn’t just in the business of selling medication; instead, they combine the expertise of pharmaceutical and nursing specialists to ensure customers adequately and appropriately treat their fertility issues.

“[Fertility] is all we do”, said David Brass, the company’s Chief Compliance Officer. As Chief Compliance Officer, Brass handles of all regulatory affairs and is responsible for making sure that Village Fertility Pharmacy, Inc. submits the quarterly, bi-annual, or annual state licensure forms and insurance contracts the company depends upon to continue its operations all over the country.

The Problem

Staying up to date with all regulatory, licensing, and insurance forms is a demanding and critical task for Brass and Village Fertility Pharmacy, Inc.

“I use PDFfiller regularly for [state] licensing, which has to be renewed yearly or every two years, in addition to other reports I might have to fill out on a quarterly or bi-annual basis. And each license expires at a different time, so every month, I have licenses that are expiring that have to be renewed,” said Brass.

Keeping current with compliance documents is critical for Village Fertility Pharmacy, Inc.. The operations of the company, like all of those in the medical field, and others across a range of industries, depends on making sure compliance documents are submitted and received on time. For any company, ensuring that these documents get to regulatory agencies quickly and legibly is critical. Failing in this regard would undermine Village Fertility Pharmacy, Inc.’s bottomline as well as its customer relationships and, for this reason, they depend on PDFfiller.

Most of the regulatory, licensing, and insurance forms that Village Pharmacy has to deal with are not fillable electronically. Some documents are paper-based and filling them out means that either Brass or his team have to fill them out by hand. Moreover, many of the documents that are sent by the state or insurance companies digitally are not fillable online, which means that the forms have to printed out, completed by hand, scanned, and uploaded or manually be made digitally fillable.

state license diagram

Legibility was another problem intrinsic to the way Village Fertility Pharmacy, Inc. was completing forms before they turned to PDFfiller: “if it’s not readable, it can be rejected. You’re on a time limit. To have something rejected because it’s not clear is problematic,” said Brass.

Besides legibility, filling out forms by hand or making them digital and going through a complicated multi-step process to return them to the original sender, is time consuming and difficult. “[Before] they would have to be done by hand or I would have to give them to somebody else to use Adobe [to] turn it into a fillable form. It was cumbersome and it wasn’t ideal,” Brass said.

The consequences of improper form return are also significant. If Village Fertility Pharmacy, Inc. submits forms late or that are illegible and have to be resubmitted after the deadline, the company “can be fined, you’ll have to stop conducting business in that state until it’s completed. There are a lot of things that could happen that would make it difficult to continue your business,” said Brass.

Since Brass found PDFfiller while searching the internet for a tool to convert forms into HIPAA-compliant fillable PDFs, Village Fertility Pharmacy, Inc. has depended on this comprehensive online document solution. Village Fertility Pharmacy, Inc. relies on PDFfiller to make sure that there insurance, licensing, and regulatory forms are submitted efficiently, legibly, and punctually.

The Solution: PDFfiller

PDFfiller makes it easy to fill out, sign, and distribute forms electronically. For David Brass and Village Fertility Pharmacy, Inc., relying on PDFfiller ensures that regulatory, licensure, and insurance documents are in on time, meaning that business continues uninterrupted.

quotes

PDFfiller makes it easy for me to upload a form and put in the information I need, rather than handwriting it where they may not be able to read it and then reject the application.

– David Brass, Chief Compliance Officer

“PDFfiller makes it easy for me to upload a form and put in the information I need, rather than handwriting it where they may not be able to read it and then reject the application,” said Brass.

“I deal with a lot of regulatory agencies and our own internal employees,” and for Brass, PDFfiller has proven itself to be extremely helpful in all document-related tasks.

The process is easy. Once Brass downloads or receives a document that needs completing from a state body or insurance group, he just has to import it into PDFfiller and fill it out using PDFfiller’s intuitive GUI. Brass can simply type the relevant information into the fillable fields, use Xs or checkmarks in relevant sections, and if he makes a mistake, use PDFfiller’s erase tool to eliminate errors from the document.

signature diagram

PDFfiller also allows you to save a signature into your account and apply it to any document instantly. Once forms have been completed, Brass can sign them using PDFfiller’s legally binding digisign technology and submit it in just a few clicks. If another user is signing the document, PDFfiller notifies Brass immediately, meaning he can move forward with his workflow without repeatedly having to check the status of the document.

editor diagram

Brass regularly has to re-file documents and PDFfiller makes it easy to recycle the form by simply erasing and re-typing the date or alternatively, PDFfiller allows him to add fillable and create a fillable template of the same document to be used repeatedly in the future.

Once the document is completed, Brass can send it to recipients instantly, either for signature or submission.

“I’m using PDFfiller regularly,” said Brass, “not only for filling out the [license] renewal applications, but for other things as well,” including “sending contracts out [and] sending them internally to someone else, [including] pharmacists [who] need to sign them.”

The Benefits of Going Digital
with PDFfiller

Speed

PDFfiller is the fastest way to fill out documents electronically. “It saves time and I guess time is the biggest return on investment,” said Brass. “Time is money, and the less time you have to spend on something, the cheaper it is.” Using PDFfiller as a complete document management solution means that users can add legally binding signatures to electronic documents in just a click. Moreover, filling out, editing, and annotating digital documents is faster than ever, with PDFfiller’s easy to use online solution. How much time Brass saves is directly related to how much work he has to do: “it depends on how many applications I have to fill out that particular month”, but the time savings accrued using PDFfiller’s efficient digital solution increase along with the volume of work. “Potentially it could save me a lot of time,” said Brass.

Accuracy

Using PDFfiller to complete documents online means that work is always presented neatly and users avoid the mistakes and misunderstandings common with poor penmanship. For Brass and Village Fertility Pharmacy, Inc., not only did filling in documents by hand mean that they took longer to complete, but issues with handwriting could cause problems that affected the operational side of the business and its bottom line. “The fact that not having something rejected for penmanship,” said Brass, “is also a return on investment” because it means that Village Fertility Pharmacy, Inc. can continue serving customers without interruption.

Convenience

Using PDFfiller is the easiest way to fill out documents. Now, Brass no longer needs to handle piles of paper or print most of his documents, fill them out by hand and then upload them for sending. Instead, he can use PDFfiller to streamline his workflow, complete documents quickly and easily online and store them in his account for future use or reference. PDFfiller makes adding a legally binding electronic signature to documents easy — users can upload their signature from their computer or mobile device or sign documents digitally. Users can also add fillable fields to their documents and create templates to make document completion faster and easier. And because PDFfiller is a completely online service, users can edit, sign, and send documents from from any internet-connected device at any time from anywhere.

state license

Security

PDFfiller is HIPAA compliant and is the safest way to send, sign, and store documents online. Brass, Village Fertility Pharmacy, Inc. and medical professionals across the country rely on PDFfiller to keep their documents safe. “[Security] was my top priority, since the documents I complete are very confidential,” said Brass. “So HIPAA compliance and BAA agreements were very important. Without them, I would not have chosen PDFfiller.” PDFfiller relies on Amazon’s S3 servers, which feature high-level security and backups to make sure your documents are always safe. PDFfiller also allows users like Brass and Village Fertility Pharmacy, Inc. to increase the security of their documents by encrypting folders and adding password protection and two-factor authentication. An Audit Trail means you can see whenever your account is accessed and your documents are added, deleted, or saved. Automatic backups mean that users will never lose, or inadvertently have their documents destroyed.

Cost

PDFfiller’s personal, professional, and business subscriptions are affordable and offer various features targeted to different levels of users, meaning, you can choose the plan best suited to your needs. “I don’t have any complaints regarding the cost,” said Brass. “I think it’s where it should be, I think it’s reasonable.”

Customer Service

PDFfiller’s 24/7 customer service means there is always a staff member ready to help users with their queries.

Conclusion

Using PDFfiller means that Village Fertility Pharmacy, Inc. and David Brass can streamline their workflow, ensuring all documents are sent to insurers and state regulatory agencies on time and are legible. PDFfiller’s HIPAA compliance also means that documents are stored and sent safely, a crucial component of any document management solution for those in the medical space. Faster, neater, and more convenient than handwriting, PDFfiller has “worked out well” for Brass and Village Fertility Pharmacy, Inc.. PDFfiller expedites and improves the process of filling compliance documents, making it the ideal digital solution for the Village Fertility Pharmacy, Inc. and businesses and professionals across a range of industries.

For the complete paper, click on the link below:

pdf  Medical Regulatory Compliance using PDFfiller