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• Requirement Analysis
• Migration Planning
• Transition
• Enhance
Requirement Analysis:
Bokharis consultants learn the client’s business requirements and operating scenarios. During this analysis, Bokharis’s project team learn how services are being performed, the skil sets of the
people performing the services and the software used to perform these services. The analysis wil also involve specialties covered, required turn around time, type of files, reports requirement and
formats to be fol owed. We share our best practice experiences to migrate the process smoothly.
Migration Planning:
After Analysis, Bokharis assigns a dedicated team of process consultants, team leaders and system administrator to
create a smooth, painless and on-time transition. A technology plan is put in place to establish system connectivity
and implement VPN between client and our offshore facility.
Transition:
During this phase, we execute our technology plan, run pilot cases, achieve benchmarks,
demonstrate the viability of the off-shoring model and complete a ful -scale implementation. The
pilot run is to demonstrate proof of concept.
Training on the software is very essential before the start of the pilot run. To conduct training to
our consultants, we suggest Desktop Sharing Software like VNC, PC Anywhere software.
The purpose of using Desktop Sharing Software during the training is to connect to the client
computer from our offshore facility and get trained on the software. Since Bokharis consultants
are experienced in different software like Medics II, Medisoft, HPS, ManagedMed and Lytec, it
would require not more than 2-3 days for getting trained on any new software. During the training,
Bokharis consultants start entering patients demographic and charges into the client software
under clients’ supervision.
After the successful training, we run the pilot case. Bokharis receives scanned copies of patient
registration sheet, super-bil and insurance card copies in “.tif” format through the FTP server.
These scanned images are received in batches and agreed upon file naming convention assists
in delivering these files to designated people for processing.
The batches are processed using a thin-client version of the clients’ bil ing software. During pilot
run, the client creates few operator logins for the Bokharis consultants to process from the
offshore facility. Because Bokharis’s networking and processing technologies adapt to the clients’
existing infrastructure, minimal changes are required by the client to implement the outsourcing process.
Periodic reports (Daily/Weekly/Monthly) indicating the production volumes, service level
performance and quality wil be provided to the clients.
At the end of each day processing, Bokharis provides clients’ with Transaction Details and Problem Log.
The Transaction Details wil contain total files received, total pages received, total charges
received, total charges entered, number of charges dropped, total demo received, number of new
demo entered, number of demo modified etc.
The Problem Log wil contain Batch#, Patient Name, Account# and problem details.
Bokharis’s Quality Audit Team streamlines standard operating procedures, continual y monitoring
by comparing the data entry reports against the source documents. There wil be two levels of
Quality Audit.
First level wil be Shadow processing i.e. every transaction monitored by the Team Leaders.
Second level Random Sampling Method. The employees with an error rate of less than 3% are
checked at 15% only using a Random Sampling Method. The employees with an error rate of
less than 3-5% are checked at 40% using Random Sampling Method. The employees with an
error rate over 5% are checked at 100%.
Bokharis’s Transaction Processing Flow Chart
Enhance:
During this phase, Bokharis does continuous improvement, leverage new technologies and
methods and continuously learn and upgrade.
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