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Warwick Manor Behavioral Health, Inc. Success Story

Warwick Manor, located in East New Market, Maryland is a short-term, in-patient drug and alcohol abuse rehabilitation center for adults. Since 1999 they have assisted hundreds of patients overcome their addictions to everything from alcohol to narcotics. Warwick is a forty-seven bed facility, currently employing 82 people. Until recently, they used a manual filing system that had become quite cumbersome. The challenges and inefficiency caused by the manual system pushed Warwick to search for a better solution, found in the PaperWise Office Edition document management system.

The Challenge

Any company involved in the medical field knows that there is a lot of paperwork that they must fill out, store, and maintain for an extended period of time, all of which might need to be recalled at any minute. Warwick Manor is no exception. When a patient checked in, Warwick would have to fill out the necessary paperwork, file it, and send it to insurance companies. By the time rehabilitation was complete, they could easily have in excess of 40 pages on the patient that had to be securely maintained. If an insurance company called several months later, Warwick would have to retrieve the file, find the necessary documents, and then fax them-a very time-consuming process. In the medical industry loss of or inaccessibility to files is a big no-no. This meant that Warwick had to keep every document for 7 years as required by Maryland state law. As you could imagine, seven years-worth of 30-plus page documents can create a huge storage challenge. Finally the CEO at Warwick Manor told their IT consultant, Eric Monnen, that they couldn't fit one more paper clip in a file cabinet, and to begin looking for a solution.

The Search

After being told to fix the paper problem at Warwick Manor, Eric Monnen did an Internet search, evaluated several products, and eventually chose PaperWise. "I qualified it initially by the system capabilities, price point, availability of ongoing support, etc.," Monnen said. After installing the product, he trained Warwick employees on the PaperWise software. "The product is very easy to use. There is very little learning curve," Eric said.

Substantial Relief

After installing the PaperWise Office Edition software in two separate databases, one for medical records and one for billing, Warwick Manor had to do some back scanning. To date, they have completed most of the scanning of old documents, and are currently scanning existing documents as they are received. Their administration building, once overflowing with file cabinets, is now cabinet-free. Their insurance billing process is now virtually paperless and much more efficient. Today, when an insurance company calls with billing questions, Warwick Manor can retrieve the corresponding documents instantly, and email or fax them to the necessary people right from the PaperWise software at their desk. They have eliminated misfiled documents, saved time, and prevented document loss, in addition to freeing up valuable office floor space.

Total Satisfaction

Since installing the PaperWise Office Edition, Warwick Manor's internal procedures and processes have become exponentially faster and more reliable. When asked about PaperWise, Eric Monnen says, "The product is very easy to use, requiring very little learning curve--and it is slick as can be…Warwick Manor is very satisfied with the product." Now that the daunting task of manually filing documents has been eliminated, Warwick Manor's employees have more time and more space to devote to the important job of treating their patients, instead of dealing with paper.