Manthan Legal Outsourcing Medical Summaries from an Offshore LPO Firm
Presented by: Vrinda Vats email : vrinda.vats@manthanlegal.com Alternate email : marketing@manthanlegal.com www.manthanlegal.com
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Table of Contents Outsourcing of Medical Records Summarization (Medical Summaries)
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Medical Summaries @ Manthan Legal
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What We Offer under Processing of Medical Records
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Types of Medical Chronologies that we deliver
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Manthan’s role in the entire Case Cycle Process
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Uploading Medical Summaries/Records @Manthan Legal
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Process, People, Quality, TAT, Technology
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Medical Summaries Process @ Manthan Legal
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Data Security & HIPPA Compliance @Manthan Legal
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Manthan Differentiator
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Outsourcing of Medical Records Summarization (Medical Summaries) •
Who can leverage outsourcing of Medical Records Summarization
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Medical records Summarization is generally required by Personal Injury (PI) law firms
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Outsourcing of Medical Records Summarization (Medical Summaries) Contd.. •
Benefits
Identify your firms key strengths and innovate
Marketing Marketing
Customer Customer Relationship Relationship
Legal Legal Authority Authority
Case Processing Case Processing (Medical Summaries)
Your core differentiators Manthan Legal accelerator
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Let your practice run all 24 hours Ensure Scalability Provide Cost Competitiveness
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Medical Summaries @Manthan Legal “Manthan Legal is a Premier Legal Process Outsourcing firm built as an accelerator focused on summarization of medical records for PI law firms. Our mission is to double the case processing capability of our clients every 18 months.” Fact Sheet •
Delivery center in India – Bangalore
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Over 900 man-years of legal outsourcing experience in medico-legal services
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Team of 250 people with 150 paralegals, 50 paramedic staff and 10
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Process and Metrics driven project management
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Dedicated engagements with over 60 law firm clients
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doctors/physicians
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What We Offer under Medical Records Management We are providing a complete package for medical records retrieval and management Requesting and following up with medical providers for medical records Document Organizing/Indexing Medical Records Sorting/Segregation Hyper linking/Pagination/Bate numbering
Identify the records Provide a gist of the records while filing the records in case management tools like Trial Works, Needles, Time Matters, etc.
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Prepare Chronological medical Factsheet Prepare Medical Summaries Peer Review
Types of Medical Chronologies that we deliver •
Document Organizing/Indexing
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Review the records and provide the output in the form of simple verbatim chronology of treatment undertaken
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General medical summary in SOAP format. Refer Samples of Medical Summary
We also review the records for answers to specific queries from the law firm relating to
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specific incidents of negligence and deviations from defined standards of care.
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Manthan’s role in the entire Case Cycle Process Stage 1: Intakes
•Receive new client calls and faxes
•Update database with client Information
Obtain
personal history, records and case details from client
Draft
demands for settlement
Set
up treatment dates and appointments
Assemble
docs and create exhibits
Interrogatories,
RFPD, Admissions, Response to discovery requests
•Welcome calls and initial correspondence with clients
motion for summary judgment Draft
pre-trial brief
Prepare
questions for deposition Draft Summarize
Request,
Draft
receive, organize, summarize and timeline medical records
Draft
summons and complaints
appellate Briefs and exhibits
Depositions • Draft pre trial motions, motion in limine
Legal
research using Westlaw, Lexis and drafting memos Manthan Legal Pioneers in Legal Process Outsourcing
Case Processing Enabler Organizational Enabler Case Analytics, Marketing Support, New Age Media writing, Billing Support, Case Audits, Go Paperless support, Word Processing
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Uploading Medical Summaries/Records @Manthan Legal At Manthan Legal we work directly on the law firm’s server by logging into their system. The medical Summaries remain in their system and the output is shared in the form of email or direct filing in the case folder. This is intimated to the concerned paralegal and attorney handling the case in the law firm.
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In some cases, when the records are huge, we also receive the records through our dedicated FTP arrangement, which are fully secured.
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We also have a dedicated and secured Dropbox to receive smaller records. Many of the law firms also transfer their files to us through their own secured Dropbox.
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Manthan Expertise Process, People, Quality, TAT, Technology
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Process Arrangement @ Manthan Legal Process Details
Onshore Law Firm
Offshore Manthan Legal
1. Case File collation 2. Document scanning
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DB Scanner
Legal documents
4. Lead Lawyer allocates
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2
5. Assigned to executives Live Folder
6. Organizing and Summarizing
Archive
Electronic Documents
7. End-of-day progress
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Lead Lawyer
8. Delivered to onsite team
3 VPN, Remote Desktop
Client Server
VoIP phone
Lawyers, Paralegals EOD
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6
End of Day Report Report
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3. Uploaded to server
If further review is required, it is done and the revised summary is delivered to the law firm for its use
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Medical Summaries Process @ Manthan Legal
People •
People are the strength of our business and our greatest resource. Our Medico-Legal services team of 250 people includes –
150 Paralegals,
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50 Paramedic staff and
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10 Doctors/Physicians
with rich experience and weighty subject matter knowledge and represent the best talents in the industry. Our paramedics are qualified nurses from premier nursing schools in India. All our paralegals are lawyers from top law schools in India and our physicians are also from leading medical colleges in India with sufficient practice experience.
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Quality Quality is of utmost importance in the delivery of our work product @Manthan. Our Stringent Quality Systems is benchmarked to ISO 9001. It is at o
Process Level • Extensive documentation at 3 levels o
Module
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Submodule
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Keystroke
• Checks and balances for each process Reviews by Quality team- Once the summary is completed, our second review team of paralegals glance through the same and if there are inconsistencies noticed, take the assistance of our doctors for finalizing the summaries.
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Statistical monitoring
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Monitoring based on Employee performance
People Level
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o
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• Defined performance levels • Balanced Scorecard Technique • Active monitoring o
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Retraining & Star performers
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Quick Turn Around Time (TAT)
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Robust Technology •
Data Security – Secure access
N odes
• Use of VPN for remote connectivity
Client Site
Server
Manthan Switch
• Firewall for secure data transmission
– Data security measures • No print capability
Switch
• No local caching of data
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Switch
VPN VPN Tunnel Tunnel Firewall
Scalable Infrastructure
Firewall Router
– High-end servers
Mode m
Modem
Router
– Communication Bandwidth : 2 Mbps (+ 1 Mbps backup) – Strong Business Continuity measures Seamless Communication
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– Internet Phones for live ‘one team functioning’ – Skype
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Data Security & HIPPA Compliance @Manthan Legal
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Rigorous Data Confidentiality Nodes
Server
Client Site
Manthan Switch
1. No local storage of data at Offshore location 2. Remote access of Client server only 3. Point to point Virtual Private Network (VPN)
Switch
VPN VPN Tunnel Tunnel Router
Mode m
Modem
4. Highest degree of data encryptation
Firewall
5. Firewalls to ensure IT systems protection
Router
6. Strict NDA between Manthan and its employees 7. Restricted access to workspace area to Client’s dedicated team only
Summary: Data does not leave the client servers ! Š Manthan Legal 2013 - 18 -
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Firewall
Switch
IP protection and confidentiality – Multiple Levels IP protection policies and procedures exceed industry standards: o o o o
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IT security Physical security People level – employee data security policies IP protection policy
No data transfer to Manthan : complete data security o
Setting up segregated work environments: • At work station level – Dummy terminals – isolated from Manthan corporate network, and from shared network services (file servers, print servers) – Enabled through VPN, Remote Desktop Connection •
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Company-wide IT policy – Passwords changed frequently – Strict authorization protocol
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Adherence to BS7799 data security standards
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Manthan Legal strictly follows the HIPAA Privacy Rules while saving, accessing and sharing of medical and personal information of end clients with strict administrative, physical and technical safeguards in place.
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Physical safeguards include limited facility access and control, with authorized access in place for use and access to workstations.
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Technical safeguards include access control to only the authorized personnel to access the medical records relating to the end client. Access control includes using unique user IDs, an emergency access procedure, automatic log off and encryption and decryption. As a matter of practice, the unique user IDS are changed every 15 working days to maintain confidentiality.
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Tracking logs are maintained to keep records of activity on the workstations and on access to end client records.
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We have strict technical safeguards in place to protect against unauthorized access while transmitting data back to the law firm. We always use our own or the law firm’s dedicated drop box/FTP for transfer of end client data.
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Once the review is complete, the medical records are deleted permanently from our server by our authorized trained personnel for the purpose.
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HIPPA Compliance
Manthan Differentiator Specialist in Medical Summary
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We summarize and analyze the medical records. This analysis helps understand the documents in the context of the case We assure a 5 day turnaround in most cases, as we have a large team of trained para-medical staff We share industry best practice templates for each summary type or can adapt to your format of summaries Till date, we have processed 1.2 million pages of medical records for summaries and analysis
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Strong integration of technology and operations
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Services spectrum to serve entire support requirements of a law firm
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Legal, paralegal, secretarial, IT, back office Strong proposition of being able to support across practice areas of litigation and non-litigation
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Delivery model of custom dedicated team is strong value for clients
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Data Security Scalability with control
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Thank you!
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