7 Ways Dexit Revolutionizes Healthcare Document Management Workflows

Healthcare organizations deal with immense volumes of documentation daily - from patient records and referrals, to insurance claims and compliance reports. Managing these documents efficiently is a critical challenge faced by Health Information Management (HIM) professionals, and it demands innovative solutions. 

One of the major innovations that has come forth in this era of AI (Artificial Intelligence) automation are - Intelligent Document Processing (IDP) solutions. An IDP uses advanced AI models to extract, identify, categorize, and overall process complex documents accurately. Dexit is one such AI-native Intelligent Document Processing solution,  tailor-made for healthcare documentation needs.

In this article, we’ll navigate how a document processing workflow takes place within an IDP. Explore the 7 building blocks that make Dexit a game-changer for healthcare document processing.

7 unique functionalities of Dexit: 

• Setting an Event
• AI Actions
• Conditions
• Approval Process
• Queue Actions
• Automated Communications
• Additional Operations

1. Setting an Event

In Dexit, an event serves as the cornerstone of a workflow. It is any specified action or occurrence within the system that triggers the workflow. ‘Setting an event’ specifically means choosing a certain action or occurrence that triggers the automated document processing workflow within the system.

These ‘actions’ or ‘events’ could range from creating or editing a document, to receiving a fax or processing a batch. 

Dexit’s automation capability ensures users can set up workflows, which in turn initiates downstream operations without needing more future  manual intervention.

Dexit offers a wide array of event triggers accessible through a drop-down menu. For example, users can set events such as ‘Receive a Fax’ to launch an ‘Incoming Referral’ workflow. Upon receiving the fax, the system automatically begins processing the referral, eliminating delays and reducing the potential for errors.

2. AI Actions

AI is at the heart of Dexit’s workflow automation capabilities. Once an event is triggered, Dexit’s purpose-built AI models take over to handle repetitive or time-consuming tasks. These AI actions enhance efficiency by performing tasks like entity extraction and document classification, ensuring users can focus on more critical responsibilities.

Dexit offers several types of AI actions, including entity extraction and document type classification. For instance, in the ‘Incoming Referrals’ workflow, after setting the event, users can ask Dexit’s AI to extract the required entities from a file. 

In workflows such as ‘Incoming Referrals,’ Dexit’s AI extracts key entities like patient names, dates of service, and other critical details from the documents. The AI models automate the data extraction process, categorizing large batches of documents into appropriate groups based on predefined criteria. The automation accelerates extraction accuracy rate up to 90%, while eliminating the need for manual data entry.

Dexit also allows users to create custom fields to capture workflow-specific information. This flexibility ensures that unique organizational needs are met without compromising automation.

3. Conditional Rules

Dexit’s workflows adapt dynamically through user-defined conditional rules. These rules operate on an “if this, then that” basis, allowing the system to take specific actions only when predefined criteria are met. This capability ensures that tasks are processed accurately and efficiently.

For example, in the ‘Incoming Referrals’ workflow, Dexit validates all entities in a referral document. If the document meets all the criteria, it proceeds to the next step. If not, the system can route it for manual review or initiate a different action.

Additionally, Dexit’s visual interface for setting conditions makes designing and modifying workflows intuitive and user-friendly, ensuring adaptability to diverse scenarios.

In workflows such as ‘Incoming Referrals,’ Dexit’s AI extracts key entities like patient names, dates of service, and other critical details from the documents. The AI models automate the data extraction process, categorizing large batches of documents into appropriate groups based on predefined criteria. The automation accelerates extraction accuracy rate up to 90%, while eliminating the need for manual data entry.

Dexit also allows users to create custom fields to capture workflow-specific information. This flexibility ensures that unique organizational needs are met without compromising automation.

4. Approval Process

An essential component of healthcare workflows is ensuring accuracy and compliance. Dexit allows users to insert approval steps at critical points within a workflow. These steps require specific actions, documents, or data to be reviewed and approved by designated stakeholders before proceeding.

5. Queue Actions

Queue actions in Dexit help organize and manage documents systematically. A queue acts as a holding area where documents await further actions, such as categorization, tagging, or indexing. This feature ensures step-by-step handling of documents within complex workflows.

Dexit ensures efficient document organization by allowing users to assign documents to specific queues. They can do so using a dropdown menu and tag them with relevant information, such as patient details or service dates. Tasks can then be assigned to each document, maintaining workflow organization and efficiency.

6. Automated Communications

Effective communication is vital for seamless workflows, and Dexit automates this process by sending timely notifications to relevant stakeholders. These automated messages can be delivered via email, app notifications (such as Slack or Microsoft Teams), or fax, ensuring stakeholders stay informed without manual intervention.

Here’s how Dexit’s automated communications work:

1. Consistent and Accurate Notifications 
   For instance, when a document is processed or approved, Dexit triggers a notification to inform stakeholders. Preconfigured templates ensure consistency, and users can customize these templates to meet organizational needs.
2. Flexible Delivery Options 
   Users can choose the mode of delivery, such as email, instant message, or fax, and configure the sender and recipient details, subject line, and message body. This flexibility keeps everyone informed, reducing the need for manual follow-ups.

7. Additional Operations

Dexit extends its functionality through advanced operations, enabling integration with external applications and processing complex data. These operations include API calls, parsing HL7 messages, and retrieving encounter IDs, making workflows more sophisticated and interconnected.

These operations enable Dexit to communicate seamlessly with other software, expanding its functionality and allowing users to automate tasks that rely on external data sources or specialized services.

For example, Dexit can verify a patient’s insurance status through any external service (eg: a real-time insurance eligibility check software), using an API call. The results will be displayed within the system, allowing users to make informed decisions based on real-time information.

This flexibility makes it simple to integrate Dexit with other tools and services, enabling you to build more sophisticated, customized workflows that suit your specific operational needs.

Dexit revolutionizes healthcare document management with its AI-driven Intelligent Document Processing capabilities. By automating workflows with its unique functionalities like event triggers, AI actions, and conditional rules, Dexit transforms documentation into an efficient, accurate, and streamlined process. Healthcare organizations can reduce errors, save time, and focus on delivering quality patient care, making Dexit an indispensable tool for modern HIM professionals.