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Printing forms out of your MedFORCE system is a quick way to auto-populate fields with important information such as patient demographics instead of making your staff fill in the entire form by hand.

Sometimes you need multiple forms printed for customers or clinicians to fill in and return to you. Typically this is a predetermined set, based on the service or equipment you are providing. Instead of having to check the box beside each form you’d like printed, you can create a button that is programmed to auto-print the desired set of forms. With the Forms List button, one click will create a single document of all the necessary forms with patient information typed in the correct places.

To create one of these buttons, go into Form Designer and select “Form List” from the left hand menu. You can place the button anywhere on the form you’d like, rename the button to something that is meaningful to you, and from the drop down menu select all of the forms you want it to gather and click “Add.” It’s really that simple!

As always, if you need help setting up anything like this, please don’t hesitate to reach out to our Tech Support team at or [845] 426-0459 x2.


Insights from Heartland

Shelly Rogers, Senior Solution Consultant, gave a presentation at the Heartland Conference on workflow automation and how business process management can improve productivity. The seminar was very interactive and Shelly reports a great conversation flowed. She came away with three key takeaways:

  • Providers continue to feel huge pressure to be more efficient and work cleaner due to competitive bidding. Whether you win or lose the bid, it has huge implications on your organization. Those who have won now have to swallow a huge new account. Those who were unsuccessful now have to do more with less. In both cases, increasing productivity across the entire organization is no longer a nice-to-have, but essential to survival.
  • Insight and analytics are a key focus. It’s not just about monitoring staff; it’s about understanding the details of how the business operates and where there are opportunities for learning and improvement. This becomes even more important when managing across location and ensuring proper resource allocation. Having software that can connect and track across locations, departments, and individual team members is vital for continuous improvement.

  • Billing software can’t be everything to everyone. Many of the providers at the session had been trying to use billing software to gain needed visibility into their operations. But it just simply isn’t designed to track processes, automate workflows, track deadlines, and provide real-time reporting and alerts on works-in-progress. It also fails at being an effective electronic filing cabinet due to limitations on data entry and document retrieval.

The beauty of having a separate document management and business process management tool is that it can become the hub that connects your disparate systems. And if you decide to change billing software, you can easily unplug the current one and plug in the new one without disrupting the entire operations. Plus, using a best-in-breed approach means you don’t need to settle for less when it comes to features and functionality that will truly make your work lives more efficient. For streamlining and standardizing your organization, consider a program that was purpose-built rather than trying to force your billing software to be something it’s not.


Have you ever seen a claim denied due to lack response or missing documentation, even though it was complete and received by the Review Contractor before the deadline? It could be due to a frustrating flaw in the Medicare Program Integrity Manual (PIM) guidelines.

Previously, the deadline for submission was 30 days, with a 15 day grace period. That gave you a 45 day window to submit the necessary documentation. Now, the deadline has been fully extended to that 45 day period, but no grace period has been added. This means that if the RC has received your documentation, but has not yet reviewed it, it will be automatically denied by the system. This is true whether you use fax, mail or esMD. The closer your submission is received to the deadline, the more likely it is that it will be auto-denied.

There is no denial code for auto-denial due to this deadline/grace period issue. The denial you receive will be the same as you would should you actually be missing documentation or had actually missed the deadline.

What next?
After a claim is auto-denied, it remains in the queue of the Review Contractor. Once they are able to review it, they will reopen the claim and either approve/deny based on actual facts – not on a false technicality. However, there is no stated timeline for when an auto-denied claim will be reviewed and given a fair ruling, and there is no notification when something has been reopened.

What can you do?
If you get a denial, but it is clear to you that you’ve followed all of the regulations and have the necessary documentation you have two choices. Unfortunately, neither is very attractive and both require you to do additional work.

  • Prepare and submit your appeal as you normally would for an unjustly denied claim.
  • Wait and follow up in a few weeks to see if the case has been reopened. Due to no designated timeline for the review, you may have to follow up multiple times until you get a straight answer.

Do use paper forms to capture information that then needs to be entered into your system? Do you rely heavily on Excel to analyze disparate information that is critical to running your business? If so, Form Designer could dramatically improve your efficiency. Form Designer is an electronic form creation tool that allows you to design the layout, the type of field, and the information you’d like to collect through simple drag and drop technology.

You can create a data capture form from scratch or match fields to an existing paper form you use. Scan a paper form as a background image and create a template that overlays it, allowing you to print typed data directly onto the sheet. Then, you can easily pre-populate forms that still need to be printed as part of your operations. Adding in a barcode or using our Autofiling templates means that when the forms come back, they will automatically be linked to the appropriate patient files.


Form Designer helps you to:

•  Standardize data capture across your business

•  Defend against missing data through mandatory fields

•  Minimize data capture errors Eliminate duplicate data entry

•  Create custom reports based on more robust data

•  Import 3rd party data and map directly to your database

•  Perform more complex analysis than ever before

•  Reduce cost of paper and managing paper

Whether your forms are nestled inside of your MedFORCE Scan or WorkFLOW or available for third parties to complete on a website, you can design them any way you want to capture necessary information directly into your MedFORCE system.

For more information on Form Designer visit our website and schedule a demo with our team.


Automation for Peace of Mind

As full as your to-do list can be, sometimes the thing that keeps you up at night is wondering what might be missing, what might have slipped through the cracks. Your business is a complicated web of patients, employees, partner providers, locations, departments, payors, data, documents, and deadlines. It’s no easy task to stay on top of it all. But, there is a lot that technology can do to help. On a foundation of content and process management software, one of the most powerful tools to bring peace of mind is automation.


By the name, it’s clear that workflow automation removes manual processes whenever possible. It streamlines work effort and minimizes paper pushing, giving your employees more time to focus on nuanced activities that call for human touch and judgement, such as customer service. But, it also helps to ensure nothing falls off your radar. Each step in the process is clearly outlined and standardized. A task can’t move forward until each activity has been completed. Whatever you or your employees have to do that day is clearly visible in their personalized view. But, you also don’t have to worry about what is not on your immediate to-do list because the software is vigilant on your behalf. Automatic reminders, alerts and escalations keep you, your employees, and your partners on top of deadlines and always ahead of the game.



Franciscan Pharmacy & Home Medical Supply (FHMS), is part of CHI Franciscan Health, a Catholic Health Initiatives affiliate. With eight different pharmacy locations, one warehouse and a billing department in a separate downtown building, employees spent a significant amount of time on the phone and faxing documents between offices. The organization’s processes were complex, required a lot of manual attention, and were sometimes performed inconsistently. And, in the end, they were hindering the staff’s ability to provide patients with the efficient and timely service that fulfilled CHI Franciscan Health’s mission.


After becoming familiar with MedFORCE’s WorkFLOW business process management solution, FHMS made the decision to rework their operations from top to bottom all at once. WorkFLOW’s comprehensive administrative tools, access rights, and dashboard analytics coupled with its seamless integration with MedFORCE Scan’s electronic document management capabilities gave CHI Franciscan’s leadership the confidence to revolutionize the way FHMS performed its work from day one.


FHMS has been using WorkFLOW for over four years. It has allowed them to shrink the effort associated with back office, logistics and administrative tasks and increase the time, focus, and resources devoted to servicing patients. Time from dispensing to billing has been reduced from days to hours. Responses to patient inquiries are now instantaneous and any representative can provide complete updates based on the information captured within the MedFORCE system. Interactive dashboards and workload visualization enables supervisors to easily keep a finger on the pulse of the operations in real time, and escalations ensure no missed deadlines.


The thing I can’t stress enough is: it gives me peace of mind. When I leave at the end of the day, every patient is accounted for. Every patient that doesn’t have an answer today, we will pick it up where we left off tomorrow morning. They don’t get lost. There is no way we could do the volume of work we do now with the number of people we have without MedFORCE.

– Franciscan Home Medical Supply supervisor, Marilyn Kase


Click here to view a PDF with the full, detailed case study.


In WorkFLOW, escalations keep users and administrators on top of critical tasks. Defined by administrators, escalations are attached to individual activities and based on an elapsed amount of time. You specify the length of time before an escalation is triggered, and you program what you’d like the escalation to do to notify individuals that a task is lagging. With escalations in place, you can be confident that no activity will go overlooked or miss a deadline, keeping your whole team on track.

There are two different types of escalations, both are timeline based:

  • Overdue – When a task is taking longer to complete the expected duration.
  • Idle – When a WorkFLOW task has moved to an activity and languished, without further action for a period of time.

Escalations can perform four different automated actions. You can set any combination of activities, over a predetermined timeline of increasing escalation.

  • Add Assignee –Add the activity to another user’s task list, such as a supervisor, manager or owner of the company.
  • Update Priority –  Reclassify as Low, Medium or High priority, depending on what works best for the given task and timeframe.
  • Flag for Follow Up – Place a flag on the task to be viewed in the WorkFLOW Views, drawing attention to the lagging task.
  • Send an email notification – Alerts can be emailed to the assignee, a supervisor, or any other predetermined email.


An example set of four escalations could look like this:

If you would like a demonstration of our automation tools – for escalations or otherwise – call our solutions consultants at [845] 426-0459 x1 or sign up here for a demo.


MedFORCE Founder and CEO Esther Apter will be presenting at Heartland Conference 2015 in Waterloo, IA. Scheduled for June 16th at 11am, she will be speaking as part of the Product and Technologies Sessions held in the seminar room on the first floor.

Esther will be highlighting how workflow automation can improve your bottom line. She will feature our customizable WorkFLOW software and demonstrate how it can help you map, refine, monitor and track any and all processes in your business – from reimbursement to HR.

If you will be at Heartland, but can’t make it to this session, please stop by our booth #606 to learn more about how automation can help you work smarter and save you money.


MedFORCE has applied for a Chase Mission Main Street Grant and we need your help to win! Chase gives away a total of $2m in grants to 20 small businesses that are having an impact on the communities they serve. We have submitted our application and now move into phase two.


The next step requires your help! We need a minimum of 250 votes to go before the application review panel. It is very easy – it only requires a Facebook login to vote. Just follow this link and cast your vote for MedFORCE Technologies:


While our public profile is rather stark – per the contest’s rules – we did have to answer five essay questions in 200 words or less. We thought this might help you understand more about us, our vision and how this grant can help us better serve communities across the country. The questions and our answers are below.


Tell us about your business and what makes it unique. Please provide a general description of your product, customers, competitive landscape and overall performance.


MedFORCE Technologies is a 13 year old, woman-owned software company that helps healthcare organizations be more efficient and productive. We digitize and automate operations to elevate employees’ attention back to where it should be: on the patients.  The healthcare industry is in a historic state of upheaval due to the unprecedented size of our aging population, the ACA, and Medicare reform. Margins are shrinking, paperwork requirements are increasing, and individuals have to fight harder than ever for their own medical care. MedFORCE helps healthcare companies do more with less, adapt quickly to change, and better serve their patient population.


Our products are customizable, scalable and functional across all aspects of operations, from intake to reimbursement to human resources. We have clients across the spectrum from mom and pop companies to large organizations that must collaborate across departments, locations and external partnerships. Our software suite includes electronic filing and content management, business process management, workflow automation, claims management and other productivity tools. MedFORCE helps customers streamline and standardize operations while providing real time visibility that fuels better decision making. With all of our clients, we take the focus off of pushing papers and put it back on the organization’s mission.


What inspired you to become an entrepreneur? Describe both your greatest achievements and biggest challenges.


As a single mother to four children, I was inspired to become an entrepreneur in part to create a work environment that would see each employee as an individual, where we could focus on the work to be done and be human at the same time. I strived to create a company that valued loyalty and made employees feel appreciated for their work. I’m proud of the fact that the MedFORCE culture prizes doing the “right thing” for employees and clients over all else.


The other driving entrepreneurial force (and ultimately what led to the founding of MedFORCE) is a constant desire to find the most efficient way of getting things done. The limitations of my employees were rarely inherent in them, but often imposed from an inefficient system.  I was motivated to find a better way to get things done –not to innovate on the margins, but to start from the beginning and build a better system. MedFORCE is structured to allow my employees to focus on human interactions and making nuanced decisions. We use technology to free up time from the rote work to focus on what matters most: our clients and their missions.


How is your business involved with the community you serve? Examples include: giving back to the community, sourcing locally and/or contributing to economic development via hiring.


There are two ways MedFORCE helps the communities we serve – through the lives of our employees and through the lives of our customers.


MedFORCE has offices in Suffern, NY and Topeka, KS. In both areas, we offer jobs where there are limited options. Topeka has a higher unemployment rate than all of Kansas. In Suffern, we provide jobs to people who may not be able to commute to Manhattan due to family commitments. In both locations, we bring a decent livelihood closer to home for our employees.


We have an even greater impact on our clients. A large portion of our clients are “mom and pop” companies, who are embedded in and serve their local communities, especially the aging population. The majority of our customers are in the DME/HME space, supplying ailing people with vital equipment such as oxygen, walkers, wheelchairs, and beds.  In an industry marked by consolidation and regulatory requirements that disproportionally affect smaller companies, our ability to help healthcare providers increase efficiencies, save money, expand into new areas, and respond to market changes keeps these small companies open for business and keeps their patients as healthy and lively as possible.


What would a $100,000 grant mean to your business and how will you utilize the funds? Please be as specific as possible.


A grant would help us have a stronger impact in our communities by enabling us to actively pursue making nursing homes more operationally efficient. According to the US Department of Health and Human Services, “by 2030 there will be about 72.1 million older persons, more than twice their number in 2000.” Nursing homes are a needed, growing, and vital part of society, helping the elderly get the specialized care they need while staying a part of local communities.  Our process management tools make sure nothing falls through the cracks – from medication adherence to documentation needed to receive Medicare reimbursements – ensuring providers spend less time on repetitive, manual processes and more time focused on patient care.


We have a handful of successful nursing home clients and need significant investment to expand. We would use the money to adapt our product to the specific needs of the industry, develop the appropriate awareness of our services, and fund dedicated staff.

  • $30,000 – software development. Build seamless integrations with other nursing home-specific software and pharmacy applications. Adapt product and build add-ons specifically for nursing home workflow.
  • $50,000 – Dedicated salesperson base salary
  • $20,000 – Marketing specifically to senior care communities


What are your short-term (1-2 years) and long-term growth plans for the business? How will this grant contribute to your plan?


MedFORCE was built for healthcare, but our platform is intentionally industry agnostic. We have a stronghold in the DME/HME and Specialty Pharmacy fields, and are making confident steps into other areas of healthcare including Home Health, Infusion, Hospitals, and other types of Pharmacies. Our long term growth plan is to diversify our client portfolio throughout all of healthcare, with expertise in process management and a deep knowledge of the individual healthcare fields. Our vision is to have a balanced portfolio that helps us to not only address the needs of individual entities, but become a mission-enabler across entire care networks.


In the short-term, we want to expand our reach in the long term care market in two areas: LTC Pharmacies and LTC Facilities (specifically nursing homes). We have a handful of clients in each area, and have seen the need first hand. While all of healthcare is experiencing rapid change, none more so than the organizations that care for our aging citizens. We help companies adapt quickly, cut waste, and do more with less, which is a perfect for elder care organizations. This grant would accelerate our ability to achieve our goal of helping empower senior care facilities.


Please visit this link and cast your vote for MedFORCE today!






Visualize a workplace where best practices are established, work is performed consistently across all departments, and your employees are empowered to maximize their productivity and reach their full potential. Imagine you had the visibility into your operations needed to make effective decisions and improve profitability. If you were able to free up time and money for your mission, where would you spend it?


This is an exercise WorkFLOW can make a reality. Our business process management suite of tools helps you design, perform, and manage business processes with the utmost efficiency.

  • Standardize your operations
  • Prioritize work based on strategic objectives
  • Automate processes
  • Make hand-offs seamless
  • Eliminate bottlenecks and avoid duplication of effort
  • Stay on deadline through alerts and escalations
  • Track progress through business analytics and real-time reporting at the touch of a button


WorkFLOW is completely individualized for each business and works across your entire organization. It can be used for any and every process from order intake to human resources. Reclaim valuable time and resources to devote to serving your customers with the service and attention they deserve.


For more information on how WorkFLOW can change how you do business, please visit our website To schedule a demo, contact our Solution Consultants at 866-237-1190

2 Executive Blvd., Suite 410
Suffern, NY 10901
2348 SW Topeka Boulevard
Topeka, KS 66611

[845] 426-0459
Copyright ©2014 MedFORCE Technologies, Inc.