Electronic Document Management
Consistent and quick information storage, rapid retrieval, electronic workflow are just some of the reasons why electronic document management will revolutionise paper handling within your practice.
Did you know that organisations spend:
- £73 in labour to find a misfiled document
- 7.5% of all paper documents gets lost
- 3% of the remainder get misfiled
Source: PricewaterhouseCoopers
Electronic document management
Indeed our new customers frequently remark on the cost/ time savings they experience in the first few months of installation and are eager to share this realisation with other practices who have not yet adopted it.
Documents are stored and tagged with criteria such as description, hospital, departments, consultant and keywords. Each may be secured using passwords and user security and further categorised into document folders.
If implemented properly paper should stop at the scanner and the electronic process take over. Even non-patient related material such as bills, procedures, protocol can be filed in the document management system eliminating the need for paper entirely.
What is 'Workflow'?
Electronic Document Workflow is a concept which describes the flow of documents around an organisation and the actions applied to them, perhaps in response to another action or comment.
In a practice environment, this enables letters/ documents to be scanned and filed, and then routed to specific recipients around the network. Recipients are able to annotate, comment, forward, re-workflow etc.
When a workflowed document is subsequently viewed, the user is able to see the full history of the document from scanning to any comments and actions applied.
Introducing iWorkflow
Working closely with GP practices, iWorkflow has been designed specifically to improve processes within the practice. The core of iWorkflow is based upon ‘Action Based Workflow’:
- Action Based Workflow enables the actual flow of documents to be determined automatically based upon the type of action required. This saves a significant amount of time, particularly for common processes.
- Quick Steps allow the user to group a collection of actions together, creating one-click actions. This allows frequent operations such as add comment, mark as seen, add action and summarise to be carried out via a single click. A quick step can be created for use by an individual or published for all users to benefit from.
iWorkflow has a new easy-to-use graphical interface designed specifically for GP’s and practice staff, to enable users to get up to speed with minimal training.
Summary of Benefits
Reduce all costs associated with filing paper
- Storage space
- Filing time
- Retrieval time
- Re-filing time
Improve the integrity of your filed information
- Minimise loss of information and documents
- Eliminate document damage
- Reduce the risk of misfiling
- Electronic document backup reduces the risk of catastrophic loss of information through flood/ fire or theft
- Ensure documents are always available
Improve productivity and service
- Substantially enhance the retrieval of all practice documentation
- Dramatically improve the availability of information
- Eliminate the need to re-file documents
- Improve information security
- Push information to relevant users
- Increase collaboration and discussion through workflow
- Increase the level of service to your patients
