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Kaiser Permanente

Kaiser Permanente. Founded in 1945, Kaiser Permanente is one of the nation’s largest not-for-profit health plans, serving more than 8.6 million members, with headquarters in Oakland, CA. We operate in 8 regions across the country, mostly in California:. Kaiser Permanente, cont.

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Kaiser Permanente

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  1. Kaiser Permanente • Founded in 1945, Kaiser Permanente is one of the nation’s largest not-for-profit health plans, serving more than 8.6 million members, with headquarters in Oakland, CA. • We operate in 8 regions across the country, mostly in California:

  2. Kaiser Permanente, cont.

  3. Kaiser PermanenteAccounts Payable • Approximately 4 million vouchers are processed in California, representing $12 billion in spend • Today we are migrating to 100% imaging,but historically possessed a combination ofdigital images and traditional hardcopy storage

  4. Our Challenge • State tax audit for years 2003-2006 (in our Northern California region) • File retention status is a combination of digital images and hard copy documents • Request to have 5,000 documents pulled for the audit • Able to locate 2,500 combined images and hard copy documents • It took more than one year to pull archived boxes (over 1,000) and had to pull the same boxes multiple times upon --- appox half were unaccounted for • Identified invoices were miss-filed within boxes • Over time, we identified invoices that were placed in wrong boxes • Inconsistent archive labeling • State of California understood our problem and gave us a deadline of one year to resolve issues or be penalized on the results

  5. Needed a Solution • Complete imaging and indexing of documents • Requires substantial effort • Documents would be out of our control • Indexing would be on key fields -- what if information was transposed or incorrectly translated? • Was this the best possible solution? • Incorporate OCR technology that would capture most allcomponents of document • Had to be implemented quickly because of California’s deadline • Traditional template systems would not be practical for manydocument types • Could we install a system and begin use immediately? • Brainware, offered a solution different from other providers • Had demo of Brainware OCR technology including last-minute document scanning • Product was able to retrieve all items we had designed in our test plan

  6. Resolution • Began scanning immediately, in large groups to expedite the process • Late implementation (mostly because of our requirements), Brainware support team implemented virtually over week-end • Once installed, began crawling, capturing the OCR data. We had 30 days to complete the image pull • In the 30-day period, we were able to capture and print the majority of the missing images

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