Docman Case Study - Llynfi Surgery, Maesteg
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Llynfi Surgery in Maesteg, Wales, is a busy surgery with
9,500 patients. In order to offer the highest level of service
the practices operating processes have to be efficient.
Before using Docman, documents were manually passed
around the practice, which was a very time consuming process.
Through implementing Docman, these documents are now
electronically workflowed to doctors for review, comment and
action in a secure environment.
A paper light surgery |
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Two scanners are located
within the Administrator’s office. All incoming
clinical documents are scanned on a daily basis
and at this point the ‘paper trail’ ends and the
documents are managed electronically. The fourth
scanner is with the Practice Manager, Paul
Canham, who scans in all non-clinical documents
such as bank statements and information from the
LHB, ensuring there is a complete electronic
record of all documents coming into the
practice. Docman PCTI’s Docman enables the practice to manage its paper and electronic documents in a secure environment with controlled access from the clinical system. Documents are tagged with key information such as type of letter, hospital, specialty and consultant and can have various levels of security applied to them. They can then be workflowed around the practice to individuals or groups for review, comment and action. Non patient documents Paul highlights “Before using Docman my desk was covered with paper and it was time consuming finding certain documents. By using Docman I can now easily locate all documents instantly, for example if I am on the phone and the conversation references a document, I can easily locate this and discuss it rather than going away to retrieve the hard copy.” The practice now manages a wide range of non clinical documents with Docman. Electronic ‘filing cabinets’ are easily setup enabling storage, workflow and viewing of information such as: Hospital news services LHB letters Audits Management meeting minutes Nurse info Training Bills Bank statements Financial Various levels of security can be applied to any document within Docman ensuring that only relevant people have access to the information. An entire ‘filing cabinet’, a ‘drawer’ within the filing cabinet, a ‘folder’ within the drawer and the documents in the folders can all be restricted. Patient documents Clinical documents filed using Docman are immediately viewable from the clinical system and can be workflowed around the practice for review, comment and action. Every document has its own audit trail or “document history”. Paul highlights an example of the benefits of Docman “one example of time saved is when finding documents; if a patient calls up we can now access the documents instantly rather than arranging a call back or for the patient to wait for our staff to go and find the document. This makes us more efficient and provides the patient with information instantly.” Improved practice processes “Not all letters need to be seen and actioned by a doctor. Docman allows us to direct documents to the people that need to see them, thereby freeing up time and resources to improve patient care. Workflow enables our doctors to easily review and assign actions to documents resulting in less of the GP’s time being taken up with administration tasks.” “PCTI Software integrates seamlessly with our practices current processes and our staff find it easy to use, which has created efficiencies and enabled us to focus resources elsewhere.” |
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