APT Overview v2

By kelly_saiki | Updated: Aug. 27, 2024, 2:52 p.m.

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APT Overview
Automated Production Tracking
2019
Tracking of incoming and outgoing mail is a long standing issue at HMSA.
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As concerns are often raised regarding the mailing or receipt of a a mail item.
Outgoing Mail
Incoming Mail
With numerous intake points for incoming mail, we decided to first focus on reducing risk in our outgoing mail process.
As a result, we went in search of a solution.
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Pitney Bowes
Bell & Howell
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Ricoh
Ironsides Technology
2017-2018
We looked at these vendor solutions.
After review, we selected Ironsides Technology and its tool called "Automated Production Tracking".
Why was Ironsides Technology selected?
We identified these organizational benefits:
Improved Audit Readiness
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Reduce HIPAA/
Privacy Violations
Ability to Report on Individual Mail Piece Date and Timestamp
Instant Access to Real-Time Data
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Standardize Document Retrieval for Servicing
How does it work?
#1
Print Language Software Creates 2D Barcode on Letter Image
Contains unique non-CMI data unique to each letter for reconciliation purposes.
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Print Language Software creates Job Information File (JIF) to send to APT.
.JIF
Contains user specified details of the print job to track user and device activities throughout production phases from end to end.
#3
APT tracks the job upon receipt of the JIF file.
APT automates Operator tasks of manually monitoring receipt of print files and completing file monitoring logs.
#4
APT tracks the mail piece through each production phase.
#5
Camera at insert machine captures 2D barcode on letter for piece level reconciliation back to APT.
What opportunities have we realized thus far?
On November 19, 2018, we onboarded our first job to APT.
QUEST, Medicare, and Commercial ID cards.
Shortly after, our APT Outgoing Mail process was audited by the Medicare Compliance & Ethics team.
Now here's our friends from C&E to provide some feedback on their experience...
What's next for APT?
We're working with CR, F&A, and IS to onboard these jobs by end of 1st Quarter 2019:
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Report to Member(RTM)
Report to Provider (RTP)

APT Overview v2

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