Attune

Posted: 18.02.09  |  Created by: Do Something

At a glance

• Attune, previously known as Queensland Hearing, is a private company owned by a group of working partners with a current turnover in excess of $4 million per year with a rapidly growing client base already reaching 63,000, Attune was struggling to find the space to store the high volumes of patient documentation
• it became apparent that client files needed to be scanned and stored electronically
• Redmap provided the electronic solution to meet all their needs
• administration staff can now access information instantly
• there is no longer a need to search for files on co-workers’ desks, in untidy filing cabinets or ask for files to be pulled from the offsite storage facility
• going ‘Paper-Less’ has created huge savings in both costs and staff time.

Company profile

Attune is a private healthcare provider owned by a group of working partners with a current turnover in excess of $4 million per year. The company employs 40 people over 6 sites and has an aggressive growth objective of tripling turnover in the next three years

Attune strives to provide care for patients in the most professional manner using in depth training, the latest research, the finest products and services, and the best facilities available

The challenge

Attune was struggling to find the space to store the high volumes of patient documentation due to:

• physical storage space having reached its limit some years ago
• a rapidly growing client base already reaching 63,000 
• an average 30 clients per day at each Queensland Hearing site
• 180 new client files across the organisation daily.

In addition, health services legislation require all:

• pediatric files be retained until a patient is 21 years old
• other files be retained for 7 years.

These files need to be stored long-term but must also be retrieved regularly in a simple fashion for client updates and repeat visits

As a result, Attune had no alternative but to store thousands of cartons of files at an off-site facility, which:

• increased difficulty in quickly accessing documents
• charged a minimum $45 to access a document from the storage facility within 24 hours
• cost valuable staff time in retrieving patient files.

It was impossible for the business to absorb the costs. So if a client requested a copy of their file, Attune was forced to pass the cost of retrieval and administration on to the client.

For a business that prides itself on first class customer service the situation was untenable, and the issue was one General Manager, Sean Smith, was passionate about addressing.

In addition, Attune clients often attend more than one site. Files were regularly being copied and sent by post or fax from one site to another. Not only was this a costly exercise, but if a file get lost in transit, the company could be in serious breach of legislative compliance.

It became obvious to the board that with the aggressive target of tripling turnover in the next three years, client files would at least triple, and the issues of space and document accessibility only get worse.

‘Paper-Less’ strategy

Attune needed a solution that would:

• overcome the lack of storage space
• reduce document storage and retrieval costs
• eliminate time wasted retrieving documents
• provide better customer service without incurring further costs
• be easy to implement and simple to use.

‘Paper-Less’ solution

Sean Smith realised client files needed to be scanned and stored electronically and began looking for providers.

He discovered Redmap’s software met all the business requirements, “We chose Redmap over its competitors because the solution was simple to implement and understand. Other software, offering similar capabilities, appeared over-complicated and cumbersome”.

As a result:

• staff add a header sheet to the patient notes complete with indexing information
• administrators scan documents and Redmap’s CaptureEzy automates the filing into the Redmap ManagePoint database
• all patient files and records are now stored in ManagePoint allowing administrative staff to access the relevant file simply by entering the patient name, patient number, or document type
• the database can be backed-up so that in the event of a disaster documents can be restored with minimum impact
• staff can locate files by index or document content using the “plain English” search function - quickly, easily and for free!

This last benefit distinguishes Redmap from paper-based alternative and competitive products and retrieving patient records is now quick, easy and free!

Attune also implemented Redmap’s ManageAnywhere web access module at their Spring Hill Head Office. This means:

• staff can access patient information on the web at work, home, or any other internet access point
• client information can be viewed from any location
• the need to send files in the post or by courier has been eliminated.

‘Paper-Less’ results

Attune is delighted with how the Redmap solution:

• reduces the amount of space needed to store files both in the office and off-site
• offers instant access to information
• removes the need to search for files on co-workers’ desks, in untidy filing cabinets or ask for files to be pulled from offsite storage
• solves office space issues
• eliminates the need to pass on the costs to the patient
• improves customer service to an ever-growing client base
• creates huge savings in both costs and staff time.

In the words of Sean Smith, “The Redmap solution is simple and secure, provides value for money and immediate access to files regardless of location. It is essential to a growing private healthcare provider”.

Back to By Sector.