Client Overview
Our client is a reputed Independent Medical Examination (IME) firm, specialized in personal injury cases. With a core team of doctors, case managers, and administrative staff, they handle multiple cases simultaneously, requiring seamless team collaboration, and document management for timely report delivery.
Challenges Faced
The client firm encountered several operational inefficiencies during in-house medical record reviews.
Time Management Issues
- Case managers and medical experts had to spend significant time, tracking case-related documents.
- The team faced persistent delays in obtaining and sharing medical records due to email-based communication.
- There was a big gap due to lack of a centralized system to monitor case progress in real-time.
Record Sharing Hassles
- The firm relied on emails, shared drives, and physical copies, leading to version control issues.
- Misplacement of reports or accessing outdated files created inconsistencies in the workflow.
- Team members faced challenges in retrieving critical medical documents when needed.
Delays in Report Delivery
- Report delivery to the clients were often delayed due to poor workflow.
- Last-minute document requests within the team caused stress and inefficiencies.
- There was miscommunication that caused the team members to miss important case updates and deadlines.
The Solution: CaseDrive Implementation
The IME firm contacted LezDo TechMed with a demand to handle medical record reviews, tackling these challenges. After a detailed discussion with the client about CaseDrive, our AI case management tool, we helped them onboard for hassle-free advanced team collaboration, status tracking and file-sharing.
Key Features Utilized
Seamless Team Collaboration
- To overcome the issue in team collaboration during record reviews, the client utilized the “Teams” module in CaseDrive. They on boarded all key stakeholders in their team, including doctors, case managers, billing teams, and legal consultants.
- Team members were assigned specific roles, such as client administrator, case manager, and billing manager, ensuring controlled access.
Efficient File Sharing and Document Management
For hassle-free file sharing, the client used the “Drive” module, a HIPAA-compliant repository where IME reports, diagnostic images, referral documents, and insurance communications were uploaded and shared with ease.
Automated Notifications and Alerts
Automatic alerts were configured to notify stakeholders in the client firm when:
- A medical report was uploaded by the client team members.
- Medical record review process was initiated/paused/restarted/completed.
- Final medical record review was ready for delivery.
Real-Time Case Tracking
Dashboard provided a live snapshot of:
- The status of each IME case—Scheduled, In Review, Report Pending, and Completed.
- Outstanding tasks such as pending QA review, billing approval, etc.
- Real-time case tracking for each case type, helping improve SLAs (Service Level Agreements) and physician workload planning.
- Live updates on document uploads, pending approvals, and deadlines.
Outcome
After implementing CaseDrive, the IME firm saw significant improvements:
- With CaseDrive’s “Team”, the client firm could remain updated with instant case updates, eliminating confusions and miscommunication.
- CaseDrive’s dashboard provided the client team a 360-degree view of case progress, helping case managers and attorneys stay on the same page.
- Physicians could access medical records and upload finalized record review reports directly within CaseDrive, eliminating the delays caused by scattered email threads or third-party file-sharing tools.
- Follow-up emails on pending IME appointments, missing records, or unpaid invoices were reduced drastically through real-time tracking and notifications from CaseDrive.
Results & Impact In a Nutshell
Client Testimonial
“CaseDrive transformed how we handle cases. Our entire team can now upload, share, and view reports in real-time without any delays!” – Operations Manager, IME Firm
Conclusion
With CaseDrive, our intuitive platform, the client IME firm was able to eliminate inefficiencies, improving team collaboration, along with timely delivery of their reports. Our tool proved instrumental in helping the firm stay on track with their tight case deadlines.
