Mayo Clinic Transforms Embassy Print Workflows with Solimar Systems
Inspiring transformation stories are all around us, though they may not always be prominent as you browse through LinkedIn or the many newsletters in your inbox. For many organizations, the journey through transformation, whether at the company or department level, represents valuable intellectual capital. Yet, sharing how you’ve streamlined operations, reduced costs, and added value benefits the entire community, even if competitors might read about your success.
It’s understandable to protect innovative approaches, but each organization’s transformation path is unique to its circumstances. When institutions share their experiences, we all gain valuable insights that can be adapted to different workflows, equipment configurations, and business requirements.
Tony Fenner, Manager of eDocument Solutions for Mayo Clinic, a globally recognized leader in patient care, demonstrates this collaborative spirit through his active participation on the Solimar Customer Advisory Council and his enthusiasm for sharing his team’s experiences and successes. His most recent achievement began when they encountered significant inefficiencies in managing embassy-related print workflows. With a high volume of printed documents required for international patients, their processes were manual, labor-intensive, and prone to delays. The process evolved in a way that led to excessive printing costs and inefficient document handling, creating bottlenecks in their financial and administrative workflows.
To modernize their system and improve efficiency, Mayo Clinic leveraged Solimar Systems’ suite of solutions to automate, streamline, and enhance the embassy document workflow. This transformation led to substantial cost savings, improved operational efficiency, and improved overall experience for staff and patients.
The Challenge: Complex Manual Processes
Mayo Clinic’s embassy workflow revolved around manually processing detailed bills and claims for international patients. Every patient visit generated a unique Visit Number, requiring a matching claim and detailed bill. The complexity was amplified when a single patient had multiple visits, necessitating careful pairing of corresponding documents.
The previous process required Mayo’s Embassy team to:
- Print each bill and claim manually for every visit.
- Review and update documents according to each embassy’s unique requirements.
- Manually sort, group, and package documents for embassy submission.
- Physically scan printed sets into the archiving system.
- Ship documents monthly or quarterly to various embassies.
These inefficiencies resulted in high printing costs, excessive manual labor, and delays in document processing. The reliance on physical printing, handling, and shipping also limited staff flexibility, requiring them to be on-site to manage these processes.
The Solution: Empowering with Solimar Systems
To address the challenges, Mayo Clinic implemented Solimar Systems’ workflow automation tools to bring automation, digital delivery, and efficiency gains to multiple stages of the process.
Key Enhancements Mayo Clinic Achieved with Solimar:
- Automated Document Matching & Sorting:
- Solimar’s workflow automation enabled the automatic sorting and matching of detailed bills with claims based on patient and visit numbers.
- The system identified unmatched bills and claims and held them for 48 hours to allow for potential reconciliation before printing.
- Digitization of Embassy Document Processing:
- Instead of printing all documents, Solimar’s digital workflows converted them into PDF files, eliminating unnecessary printing costs.
- These digital files were archived automatically, removing the need for physical scanning.
- Efficient Document Assembly & Secure Delivery:
- Documents were sorted, grouped, and stored digitally by Embassy, Patient Number, and Visit Number.
- Embassy teams could now review, edit, and package documents electronically without being physically on-site.
- When final submission was required, files were automatically assembled, tracked, and securely printed for shipment.
- Reduced Manual Labor & Improved Flexibility:
- Staff were freed from time-consuming physical document sorting and gained the ability to work remotely.
- The automation significantly reduced errors, ensuring embassies received accurate and complete documentation.
The Results: Meaningful Improvements & Operational Excellence
By implementing Solimar’s automation solutions, Mayo Clinic achieved remarkable efficiencies:
- Reduced office printer usage, cutting printing costs significantly.
- Eliminated physical sorting and scanning, streamlining the entire process.
- Staff could work remotely, eliminating the need for on-site document handling.
- Accelerated processing times, improving embassy communication and patient billing accuracy.
These automation efforts resulted in thousands of dollars in annual postal savings while enhancing operational efficiency. Mayo Clinic’s ability to deliver secure, accurate, and timely embassy documentation improved dramatically, benefiting patients and administrative teams.
Continuing the Journey of Excellence
Mayo Clinic’s adoption of Solimar Systems’ solutions demonstrates the transformative power of automation in healthcare operations. By transitioning from manual, paper-intensive processes to digital workflows and intelligent automation, they have significantly improved operational efficiency, reduced costs, and enhanced staff flexibility while maintaining their commitment to excellence.
For other healthcare providers facing similar workflow challenges, strategic investments in workflow automation can deliver measurable benefits ranging from tangible cost savings to improved service delivery for patients and staff.
Mayo Clinic’s success story offers valuable insights for organizations looking to enhance their document management processes. By partnering with technology providers like Solimar Systems, healthcare institutions can modernize their workflows while staying focused on their core mission of providing exceptional patient care.
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