Galactica Document Imaging For The Enterprise

Galactica is a document imaging/object archiving solution that seamlessly connects ALL imaged documents within MEDITECH Magic, Client/Server and other HCIS systems. This robust technology allows you to organize, view and archive imaged documents in specific folders, such as: a Financial/Business Office Folder, Medical Records Folder, Materials Management Folder, Human Resources Folder, Pharmacy Folder, or any other specialized folder that you create per your workflow needs. These individual folders act like filing cabinets, and Galactica enables you to create any specialized folder based on your hospital’s needs. Galactica is also available for hospitals using LSS, MSM and other vendors.

Galactica, centered on a workflow-driven technology, captures paper images error-free and makes them available instantly to all authorized users across a healthcare enterprise via point-of-service (POS) or batch scanning. These digitized documents can be viewed at anytime, regardless of whether MEDITECH/HCIS is up or down.

Galactica POS also supports obtaining a patient's signature or fingerprint authentication for ID purposes at the time of registration and validating these for when the patient returns for new services. The patient's signature/fingerprint image stays on file for authentication and fraud prevention using Galactica's integrated Signature Pad with Fingerprint Option. 

The Galactica suite constitutes the following add-on applications:

1.      Galactica Revenue Cycle for Business Office

2.      Galactica Legal Electronic Health Record

3.      Galactica Human Resources

4.      Galactica Accounting and Material Management

5.      Galactica Medication Order Management

6.      Galactica Viewing & Object Archiving

KEY STRENGTHS

• Creates highly-informed departments and an intelligent workforce at your hospital
• Caters to enterprise-wide communication, electronic documentation, imaging & object archiving needs
• 100% compliance with The Joint Commission and HIPPA Guidelines

Galactica Revenue Cycle for Business Office

TSG’s Galactica Business Office module is a state-of-the-art document imaging system designed to enhance your Business Office’s communication, documentation, imaging, and archiving needs starting with the management of multi-page remit documents that can be either automatically captured (if available in electronic format) or quickly scanned into Galactica (Document Imaging and Object Archiving Solution) where they are indexed to their respective MEDITECH accounts and/or MEDITECH batch number through a unique interface with MEDITECH BAR module. Once correctly indexed, scanned batch documents are never misplaced or misfiled. The documents are always available – from any module – even when another user is viewing the same document in another area of the hospital.

In the Business Office area Galactica offers a choice of three different workflow automation options for scanning Remittance Advice.  For correspondence, smart workflow is provided for capture and fast retrieving of all information. Galactica also has a new feature for cutting down denials and improving your revenue cycle and cash flow. Starting at the point of scheduling and registration, Galactica offers easy-to-use POS scanning capabilities to capture documents that are critical to revenue cycle process. Smart indexing and alert based work-flow software ensures that all information is associated correctly with patient episode.

Galactica Business Office comes with built-in MEDITECH integration (no MEDITECH involvement is required), yet it runs independently of your MEDITECH HIS. Hence, it is also available in case your MEDITECH system is down. It can be easily installed at your hospital’s BO without demanding extensive technical resources from the IS department. 

KEY STRENGTHS

• Enhances denial management and claims management processes
• Cuts EOB/RA and document retrieval time and delays
• Enhances revenue cycle and increases cash flow

Galactica Electronic Health Record (EHR)

Galactica EHR provides immediate access to medical records for increased physicians and staff productivity, with the ultimate goal of maintaining high quality patient care.

Galactica EHR is based on three options:

1. Medical Record Batch Scanning and QA workflow
2. Computer Output to On-Line Data (COLD)- Automatic Data capture from MEDITECH for legal archiving and Legal Medical Record
3. EHR/Chart Deficiency/Chart Management– Web-Based Application

Depending on their EHR strategy, a hospital can decide on how many options they would like to purchase and deploy. 

Medical Records Scanning, indexing, and viewing is the foundation for making your Medical Records paper free and making it viewable across the enterprise. The question is, do you see MEDITECH’s PCI/EMR as a basis for your legal record?  If you do, then you don’t need our COLD or our EHR option.  But if you believe that PCI/EMR does not offer a robust and efficient legal record, we offer a COLD and Web-based EHR option for chart deficiency, chart tracking and chart management for creating a smart and intelligent Legal Chart. 

TSG believes that different hospitals do not feel the same about MEDITECH’s capabilities, and we offer options depending on your unique requirements. The most important aspect of TSG’s strategy is that you can start just with scanning and slowly add other pieces if you require them in the future. Most importantly, every option is tightly integrated with one another and with MEDITECH.

KEY STRENGTHS

• Medical Records workflows for chart review, chart completion and communication
• Physician workflows for chart review, document approval, e-sign and communication
• Reduces medical record delinquency rate
• Enables high quality patient care

Galactica Human Resources options   allow   an   organization   to   eliminate all paper within an HR department, and all paper correspondence   between  management and HR. It   has the potential to transform the workflow between HR, Management and Employees improving productivity and reducing the stress. From resumes to performance appraisals to changes in benefits, all correspondence can be done via digital forms eliminating all paper and once these forms are completed, they can be indexed and stored in each employee folder or other organized HR folders for later retrieval.  Documents can be scanned and linked to Applicant or the Job code.  Once an applicant is hired all the documents automatically move to the employee file.  Applications linked to a certain job code can later be retrieved when the job opens up again at a later date.

The Galactica Accounts Payable Document Management Suite is designed to assist several departments within the Accounting Workflow: Accounts Payable, General Ledger, Materials Management and Fixed Asset in managing and organizing specific documents that are a part of the daily operations. It is a user-friendly application that allows for quick and easy scanning and linking of documents and the viewing of those documents in an efficient and intelligent manner.  

Galactica Rx

Galactica Rx is utilized to streamline and automate the entire medication order management process, thus improving a hospital’s speed and accuracy, both of which are necessary to meet patients’ needs.

Galactica Rx is designed for the capture, routing, delivery, review, approving, printing, storage, ability to triage order types (i.e. new, admission, new order, refill, and/or discontinue), and online retrieval of physician orders. It represents a major breakthrough in the order management process.

Galactica Rx is designed to provide a valuable solution to the challenges that confront pharmacy and nursing today. Those challenges include medication errors caused by transcription errors, wasted time due to telephone calls between the nursing and pharmacy departments to clarify orders, lengthy delays to get stat or new physician orders approved, repeated efforts to successfully deliver physician orders via fax, tubes and/or couriers and pharmacists being tied to central pharmacy, and staffing issues at satellite pharmacies and remote hospitals.

Galactica W3-Web Viewer

W3-Web Viewer is a web-based application that has been designed to improve viewing accessibility of electronic document images by all remote users and/or internal-house users via a browser. Images that are linked in Galactica through the Meditech COLD process, scanned documents via users through the Galactica Document Management Workflow System, or documents obtained in Galactica from other vendor archiving processes can be viewed in W3-Web Viewer.

W3-Web Viewer - Benefits

• Reduces cost of print, mailing, and adding additional staff members.
• Around the clock retrieval of electronic document images via the web.
• Triple layer of access security via VPN that synchronizes with users profile in Meditech, Galactica, and W3-Web Viewer.
• Improved access with remote access across and outside enterprise
• Reduces medical billing delinquency rate
• Enables hospital to share documents with collection agencies, physician offices, external auditors, for timely completion of daily tasks.
• Complete tracking, reporting, and workflow within one system

Presently, the W3-Web Viewer has 4 defined workflows and additional workflows can be created based upon request:

1.      The W3-Web Viewer - Recovery Audit Contractors (RAC) workflow

2.      The W3-Web Viewer - Collection workflow

3.      The W3-Web Viewer  - Billing workflow

4.      The W3-Web Viewer - Enterprise user workflow

Applications Analyst  

110-Bed Hospital Serving and Eight-County Area

“We currently scan physician orders at registration, remittance advices in the billing office, and advanced directives in medical records. We're currently working on scanning ABN's and attach to the visit in BAR and are starting to look at scanning insurance cards at registration. We use Galactica from The Shams Group and are pleased with the product and the company. We are Client/Server but they also have many Magic customers.”

“We are C/S 5.2.5 and use the Galactica product from The Shams Group. I don't know if their scanning product for Magic is called the same. We currently scan our remittance advices from one central location in the Business Office. We have just begun scanning physician orders at our main registration area (two workstations.) We also plan on scanning insurance cards and will begin by rolling that out at our main registration area and then expand later. We are very pleased with Shams. They have been very receptive to changes we suggest and their support has been very good. You can contact them at tsg@shamsgroup.com.”

CFO

Acute Care, Full Service 376-Bed Medical Center

“Our cashiers scan EOBs and checks as they post cash. Then, the collectors and patient representatives can view the images when they have the patient or insurance company on the phone.”