Streamlining Test Requisition Form Processing with ARDEM’s Data Entry Services for a Leading Health Science Technology Provider

Streamlining Test Requisition Form Processing with ARDEM’s Data Entry Services for a Leading Health Science Technology Provider

Our client is a global leader in health science technologies, providing end-to-end workflow solutions from target to cure. They needed a reliable partner to manage the growing volume of handwritten test requisition forms submitted across multiple states. By partnering with ARDEM, they sought to improve efficiency, ensure data accuracy, and implement scalable data entry outsourcing services.

The Challenges the Client Faced

1. Inability to Handle Variable Test Requisition Form Volumes 

The client struggled with fluctuating volumes of handwritten test requisition forms. Manual processing could not keep up with peaks in submissions. This led to bottlenecks and delayed delivery of accurate data. 

2. Time-Consuming Manual Data Entry 

Extracting data from handwritten test requisition forms was slow and labor-intensive. Analysts had to carefully review each form to ensure accuracy, and repeated manual entry increased the risk of errors. This resulted in slowing overall throughput. 

3. High Error Rates and Rework

Errors in data entry led to frequent rework, delaying the delivery of critical information. Maintaining the accuracy of total amounts and key fields was essential for downstream processing and any mistake could disrupt client operations. 

4. Difficulty Maintaining Accuracy Across States 

Forms varied significantly with handwritten styles and inconsistent data fields. Analysts required extensive training to interpret these variations correctly, making standardization a critical challenge. 

5. Peak Demand Management

Fluctuating workloads, especially during peak periods, required rapid scaling of manual data entry services. The client needed a partner who could handle increased volume without compromising accuracy or turnaround times. 

Why the Client Partnered with ARDEM 

The client selected ARDEM for its proven expertise in data entry outsourcing and business process outsourcing services. They recognized ARDEM’s ability to meet their unique requirements with precision and scalability. 

1. Standardization of Handwritten Test Requisition Forms

One of the major challenges the client faced was the diverse formats of handwritten test requisition forms. ARDEM’s first step was to standardize these forms, ensuring consistency and accuracy across variable data. This made data extraction more reliable and streamlined. 

2. High Volume Handling and Dual-Entry Verification

Given the high volume of test requisition forms, the client required a solution that could maintain accuracy despite fluctuations in data. ARDEM’s manual data entry outsourcing services enabled dual-entry verification assured reducing errors and ensuring timely, accurate processing. 

3. Scalable and Flexible Approach

ARDEM provided a flexible solution, scaling operations to meet fluctuating workloads and ensuring that quality was never compromised, even during peak periods. 

4. Dedicated Project Management and Transparency

The client needed a dedicated project management team to ensure proactive communication, keeping the client informed throughout the process. ARDEM’s emphasis on transparency and a structured approach fostered a collaborative partnership that exceeded client expectations. 

5. Cost Efficiency Without Compromising Quality for Data Entry Services

ARDEM’s processes promised to lower operational costs while maintaining high standards of accuracy and consistency. The client wanted to streamline their operations without sacrificing quality.

How ARDEM Solved the Client’s Problems

1. Technology Enablement and Proprietary Software for Data Entry Outsourcing 

ARDEM implemented a proprietary application designed for test requisition form processing. The tool allowed secure ingestion of images via SFTP, standardized data extraction fields, and output in formats required by the client’s system. The solution facilitated efficient handling of high volumes while maintaining stringent accuracy standards. 

2. Dual Data Entry Services and Quality Assurance 

To ensure maximum accuracy, ARDEM introduced a dual data entry system for all test requisition forms. Each form was entered by two separate analysts, followed by a third-party quality check to verify the accuracy of the data entered. The final step was a validation process before the data was delivered to the client. This multi-layered approach ensured near-zero error rates and provided a reliable verification process for handwritten forms, which are often prone to inconsistencies and legibility challenges. 

3. Scalable Operations for Variable Volumes 

Initially, ARDEM managed 3,000–5,000 test requisition forms per month. However, as the client’s needs grew, ARDEM scaled operations to consistently handle 10,000–12,000 forms monthly. ARDEM’s flexible approach allowed them to efficiently manage fluctuating volumes, especially during peak periods, by incorporating weekend shifts and adding additional resources as needed. The project team now consists of nine analysts, along with supervisory and quality control personnel, ensuring the project continues to run smoothly and efficiently. 

4. Standardization and Training 

ARDEM standardized form templates and trained analysts to accurately extract variable handwritten data from multiple states. This included specific training on Pennsylvania Department of Health forms, with plans to onboard Louisiana and the District of Columbia in upcoming months. Analysts were trained to maintain accuracy across diverse handwriting styles, document quality, and state-specific formats. 

5. Supports Genetics Division 

ARDEM’s data entry outsourcing services specifically supported the client’s Genetics Division, where daily processing of test requisition forms took place. The workflow included the secure transfer of encrypted filter paper images via SFTP, data extraction from these images, and delivery of the extracted data in encrypted flat files. ARDEM provided flexibility by adding additional fields to the output when needed and offering weekend processing to accommodate increased demand. 

6. Performance and Turnaround for Data Processing Services 

ARDEM’s approach ensured efficient processing times, with the total cycle time for processing consistently staying under 12 hours. On certain high-demand days, ARDEM was able to deliver the final output within 6 hours of receiving the original images, showcasing the efficiency and speed of their operations. This quick turnaround time helped the client meet stringent deadlines and maintain high-quality service.

How the Client Benefited from ARDEM’s Services

100% Accurate Data Entry: ARDEM consistently delivered test requisition forms with full accuracy, meeting the client’s strict requirements for data extraction and validation. 

Scalable Data Entry Outsourcing: The client was able to handle large and variable volumes efficiently, with resources allocated dynamically based on workload. 

Reliable Dual-Entry Services: Dual data entry and quality checks eliminated errors, reduced rework, and ensured the total amounts matched client formulas. 

Streamlined Workflows: Standardized processes and training for analysts ensured smooth handling of variable handwritten forms from multiple states. 

Transparent Reporting and Collaboration: Regular updates, shared tracking, and monthly meetings provided actionable insights and allowed the client to proactively manage exceptions. 

Flexible Service Delivery: ARDEM accommodated weekend processing and increased capacity during peak periods, aligning with the client’s operational needs.