APPS was struggling to get the paramedical exam documentation from the field to the office in a secure and real-time way. 

Gavin continues by saying “A big area of concern was also around the security of the data, which contains protected information”. The faxing process meant documents were left exposed, which was a security issue and raised concerns with APPS.

“That was a huge risk to us as a company,” says Tim McCabe, Lead Developer and 24-year veteran of APPS. “It prompted the need to continually audit our examiners and all of their equipment, which wasn’t feasible.” 

“It was also a hiring nightmare”, notes Gavin, because using or owning a fax machine was a requirement when hiring new paramedical examiners. Jackie McCabe, who runs the New York City field office for APPS, adds “We would lose a lot of potential employees in the interview process because they didn’t want to deal with faxing.” 

As a result of faxing, examiners were also losing multiple hours a day because of fax-related issues and waiting for the documents to be received by the field office and then uploaded in APPS’ system. Jackie adds that this also caused issues in the field office; “Our office staff was spending several hours every day handling documents that came in from the examiners and making sure they were associated with the correct case.”

APPS needed a solution that was secure and HIPAA compliant, but also easy for their examiners to use in the field and customizable for their workflow.

“We were looking for a solution for a long time”, says Gavin. “What stood out [about EncryptScan] was the ease of use and the collaboration we had with the EncryptScan team”.

EncryptScan allows the examiners at APPS to securely capture documents from their mobile device in a matter of seconds, and automatically link these documents to the case workflow within APPS in real-time. The encryption and security protocols of EncryptScan ensure data is secure, and because no data is stored locally on the device it is safe for examiners to use without having company-issued devices.

“We engaged other companies and they couldn’t customize a solution the way we wanted things. We needed something that could be customized to fit our workflow, not be forced to use their workflow” remarks Gavin.

As Tim McCabe, Lead Developer at APPS recalls, “We needed something that would fit into our workflow that was going to make our lives easier and not make more work for us. From start to finish, EncryptScan designed a solution that would fit into our existing system perfectly.”

Thanks to the direct integration EncryptScan developed, documents go directly into APPS’ existing workflow and are automatically attached to the appropriate case. EncryptScan’s intuitive mobile application means examiners are spending less time fussing with a complicated interface and spending more time dedicated to providing quality service. “It’s within minutes”, says Tim, when referencing how long it takes to onboard and familiarize new examiners with EncryptScan.