Case Study: Cost Savings, Turn-Around And Workflow Improvements Define Decision To Outsource Transcription

Like many health systems and individual hospitals, Valley Health had always staffed and managed an in-house team of transcriptionists at each of its six facilities. By 2007, though, the challenge of hiring and retaining qualified people and managing an ever-growing workload became a daunting effort. Compounding the situation was outdated technology: Valley Health needed to upgrade both its transcription and dictation systems. Nadine Polasko, Corporate Director of HIM for Valley Health, knew a major change was needed and started the ball rolling by issuing a lengthy and detailed RFI to over 25 transcription vendors.

"We narrowed the field from 25 vendors, to six, and then to three. Precyse's technology impressed us; the sales team and presenters demonstrated deep knowledge of transcription and hospital processes, and there was a good chemistry between the Valley Health and Precyse teams," Polasko explains. "Most important, though, was the confidence Precyse had in assuring us that our expectations could be met."

Polasko and Valley Health's Senior Vice President of Finance and CFO, Craig Lewis, knew that a decision to outsource would not be popular with the HIM department or with others in the community. "Precyse helped us manage the transition and offered, from the very start, an opportunity for our existing staff to become Precyse employees and even granted them the seniority with Precyse that they had earned through Valley Health," Lewis notes. Some took the offer, others shifted to Valley Health's transition pool, and a few others ultimately left Valley Health all together. Lewis continues, "The handling of this transition helped smooth the way for physician acceptance. Our executive team appreciated the proactive, positive approach displayed by Precyse."

In October 2007 Precyse converted Valley Health's largest facility, Winchester Medical Center, to its proprietary software platform. Within one week of implementation Precyse was exceeding client expectations of turnaround for the highest volume Valley Health facility. Reports were being returned and distributed within mere hours of dictation, including discharge summaries.

Implementation of transcription services for the other facilities quickly followed. By the end of the year, Precyse was providing improved TAT at every facility. By early 2008, the average TAT jumped to 94.4% and at year-end it hit 96.8%.