Image API delivers big on integrated management of business-critical files for Medical Quality Assurance in Florida

Trusted partner of Florida Department of Health’s Division of Medical Quality Assurance, Image API, delivers big on integrated digital content management

Image API began working with Florida’s Department of Health, Division of Medical Quality Assurance (DOH MQA) over 20 years ago, first to print licenses and later providing business process optimization services and implementing electronic document management solutions. The number of licensees DOH MQA regulates, and the array of services it provides have grown significantly over the years. Through all of these changes, Image API has worked alongside the division as a proficient and reliable partner. DOH recently upgraded to the redesigned Axiom Pro®, Image API’s digital content management solution, developed in-house and powered by Amazon Web Services (AWS), the latest implementation in a long history of collaboration.

DOH MQA manages licensing and renewals for medical providers in the State of Florida.  They are also responsible for handling complaints against medical professionals, enforcement of disciplinary actions, and administration for the professional regulatory board.  Image API has handled the paper-based licensing and renewal process for many years, including mail intake, paper processing and imaging, and fulfillment of licenses by mail to approved licensees.

Tightly integrated with the division’s licensing system, website, and agenda system, Axiom Pro holds over 31 million documents for DOH, including many different types of files related to licensing and enforcement that are both public and confidential.  There are over 1,000 provisioned DOH users throughout the state, and others such as medical providers that access information via the Department’s website, and members of the professional regulatory board that access information via the agenda system.  In addition, there are countless other users who access public records through a search or review medical provider profiles on the DOH website.

“Axiom Pro is critical for maintaining all of the licensure documentation, correspondence, and background information.” – The Bureau Chief

Axiom Pro has proven flexible to meet the evolving needs of the Division in many ways.  Integration makes it easy to maintain consistent document classification and synchronize case status across different systems in the organization.  There are also many different ways to upload documents to Axiom Pro.  Staff can use Axiom Capture to scan physical documents, the File Load utility to automatically upload and index electronic files, or upload and index files using Axiom Pro.  Uploads can be performed from any physical location, making it easy for staff to add documents from office locations around the state.

Image API is an AWS Partner Network (APN) Advanced Technology Partner and Axiom Pro is powered by the AWS cloud, enabling flexibility for DOH in a highly secure environment.  The Axiom Pro Healthcare solution for DOH MQA had unique requirements because of the range of systems and users that need to access content.

The value delivered for DOH? Digital records are large and invaluable asset of DOH MQA, and this business-critical information is now stored in one place, where it can be easily managed, organized, and shared.  Digital content is secure with Axiom Pro’s multi-level, role-based security and files are protected from loss and destruction with data recovery protocols.  As well, DOH MQA is free from maintaining a mail room and equipment for paper-based processing, entrusting those functions to Image API’s business services team who have consistently delivered quality and accuracy.

“At the Florida Department of Health, Division of Medical Quality Assurance (MQA) we license and regulate 26 boards and over 100 professions. Image API’s Professional Licensing solution provides a critical function which enables us to store and maintain licensure documentation for healthcare professionals including personal information, applications, certifications, correspondence, and enforcement data. All documentation is now centralized, simplifying how we retrieve and use information. More importantly, the solution is integrated with our other MQA systems such as MicroPact’s Versa Regulation, making it easier to access and synchronize information, especially for disciplinary cases. The solution is powered by Amazon Web Service (AWS) cloud technology, which gave us the confidence we needed to make the decision to migrate to the cloud. Security and compliance are critical since we are responsible for managing so much private data. Image API’s solution saves time and money, while offering convenience to our customers.”

Florida Department of Health, Medical Quality Assurance

Project Summary

Challenges:

• Paper-based license processing was time-consuming and labor-intensive
• Paper files were difficult to retrieve and were scattered amongst various locations

Solution:

• Implement Axiom Capture for digitization
• Deploy Axiom Pro, powered by AWS, to store, organize, and manage digital content
• Integrate Axiom Pro with existing licensing system, website, and agenda system

Results:

• Digitizing incoming paper documents is fast and easy
• Centralized and integrated storage makes files easy to access and share across department and systems
• Significantly reduced risks and costs associated with paper-based records and manual processes

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