Hardware, Software Combination Helps Health Data Services Company Scale to Meet Growing Needs

Neopost Case Study Hardware, Software Combination Helps Health Data Services Company Scale to Meet Growing Need s

Protecting patient health information and securely integrating and delivering medical records is serious business. HIPAA* regulations protect the privacy of patients’ medical records and other health information; non-compliance can result in significant penalties to companies that violate legislative regulations.

Streamline Mailing Operations

Background
BACTES Imaging Solutions, a San Diego, CA-based division of Sharecare, provides the exchange, delivery and integration of protected health information. An industry leader with over 25 years of experience, BACTES fulfills medical record requests via electronic and print delivery for thousands of healthcare facilities across the United States. BACTES excels in helping healthcare providers navigate the complex arena of statutory compliance. More importantly, the BACTES solution helps these providers reduce their business risk by protecting the integrity of patient health information.

Situation
BACTES Director of Operations, Kevin Allen, oversees the company’s quality control, electronic delivery and print and mail activities. He is also responsible for resolving problems generated within the BACTES workflow. Mr. Allen continually seeks solutions to streamline mailing operations while increasing capacity and containing rising postage costs.

Challenge
Over the past few years, BACTES continued to exceed growth expectations which led Mr. Allen to seek a new partner that could grow with them while maintaining the unparalleled integrity and privacy needed to meet customer and HIPAA expectations.

Solutions
Neopost USA presented a suite of proposed solutions and over the course of the vetting process, the BACTES team chose the powerful OMS-500 solution along with AIMS software, delivering a closed-loop verification process ensuring HIPAA compliance.

Furthermore, the Neopost USA team recommended the use of ProShip, streamlining the shipping of priority packages and solving the need for IMpb-compliant shipping labels. This provides the added benefit of package tracking data within the BACTES Record Management system, providing the customer service department more access and information when requestors call checking on status of records.

Ensuring HIPAA Compliance

Effect on the Customers’ Business
Through the collaborative relationship between the Neopost USA team and BACTES, a comprehensive solution was implemented further advancing document preparation, mailing and shipping operations. With a combination of OMS-500 and the Satori OMS-500 plug-in, BACTES is able to continue the highest level of data integrity and privacy while further scaling their business. Additionally, BACTES was able to implement two DS-200 folder inserters with AIMS closed-loop verification and ProShip Velocity, providing real-time package labeling and reporting. These solutions further streamlined operations.

At the conclusion of the project, Mr. Allen wrote an enthusiastic letter of appreciation. “It turns out the initial demo pretty well matched the actual performance of the complete Neopost-brand solution including the OMS-500 software, ProShip and the DS-200 inserters. We added a few curve balls, changed the project scope and the Neopost team took it in stride. Estimated timelines, speed estimations and budget were right-on. When all is said and done, we feel like Neopost USA has been a true partner with us versus the more traditional customer-vendor relationship.”


*Health Insurance Portability and Accountability Act, a U.S. law developed by the Department of Health and Human Services, defines privacy standards to protect patients’ medical records and other health information provided to health plans, doctors, hospitals and other health care providers. HIPAA gives patients control over how their personal health information is used and disclosed.