Electronic Document and Record Management (EDRMS)
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WWW.6PMSOLUTIONS.COM EDRMS for Healthcare • EMC Documentum 6.5 - the world leading EDM software product • Kofax Ascent - the world leading image capture software product • FileTrail for integrated paper management. Clinicians have identified a number of limitations of most document management products currently available: • A security model with only basic access controls. Currently, elaborate workarounds must be put in place to handle sensitive documents, such as those relating to child protection • Lack of integrated support for scanning, leading to laborious and inefficient processes for uploading clinical documents. • Lack of document search facilities and poor document categorisation • Lack of audit trail facilities to establish who is accessing what, where and when • Lack of a single view of CRS, Paper Records and EDM information. Designed by Clinicians, for Clinicians, 6PM have configured an Electronic Document Management and Integrated Record Management (EDM/ IRM) solution for Healthcare focusing on CRS application integration. The solution is based on COTS methodology using market leading products:
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EDRMS by 6PM has been developed to assist clinicians to put patients first by digitizing time-consuming paper-based records into accessible, easily updated Electronic Patient Records (EPR), which is integrated with information from other hospital IT systems. Scanned documents on their own have limited benefits to clinicians but when we combine them with our Business Process Management module to control the execution of a business process such as an Oncology Referral, the benefits to both the clinician and the patient become much more significant. Other processes which provide significant benefit through the use of the BPM tool are GP Referrals, Scan on Demand Requests, Offsite Storage Requests, and Recruitment Processes such as Vacancy Approvals, CRB Checks and Conditional Offers.
Transcript of Electronic Document and Record Management (EDRMS)
www.6pmsolutions.com
EDRms for Healthcare
• EMCDocumentum6.5-theworldleadingEDMsoftwareproduct
• KofaxAscent-theworldleadingimagecapture softwareproduct
• FileTrailforintegratedpapermanagement.
Clinicianshaveidentifiedanumberoflimitationsofmostdocumentmanagementproductscurrentlyavailable:
• Asecuritymodelwithonlybasicaccesscontrols.Currently, elaborateworkaroundsmustbeputinplacetohandlesensitive
documents,suchasthoserelatingtochildprotection
• Lackofintegratedsupportforscanning,leadingtolaborious andinefficientprocessesforuploadingclinicaldocuments.
• Lackofdocumentsearchfacilitiesandpoordocument categorisation
• Lackofaudittrailfacilitiestoestablishwhoisaccessing what,whereandwhen
• LackofasingleviewofCRS,PaperRecordsandEDM information.
Designed by clinicians, for clinicians, 6pm have configured an Electronic Document management and integrated Record management (EDm/iRm) solution for Healthcare focusing on cRs application integration. the solution is based on cots methodology using market leading products:
www.6pmsolutions.comwww.6pmsolutions.com
clinical Focussed EDm
FullClinicalViewofPatientRecord6PM’ssolutionprovidestheClinicianwithaPatientCentricviewofthepatientrecordwhetherdocumentsareheldelectronicallyorinpaperarchives,negatingtheneedforexpensiveBulkbackscanningofmedicalrecords.
Designed by clinicians, for clinicians the 6pm solution was created to ensure that:
• Integrationwithotherclinicalapplicationsiscateredfor
• Thequalityofpatientcareisimprovedbyhavingtheright informationattherighttime,inapatientcentricformat
• Clinicalperformanceincreasesincludingimproved‘release timetocare’
• Clinicalsecurityiscateredforwithoutexpensive workaroundsandincludesintegrationwiththeSPINE security.
6pm EDm/iRm Features• ClinicalSafeScanandValidationProcess
• CompleteBusinessProcessLifeCycle(BS10008)Paper throughtoDigitalconversion
• IntegrationwithCRSApplications
• ClinicalSafeEDMViewerdesign
• PaperArchiveIntegratedRecordManagement(FileTrail)
• AnEnterprise-WideSolutioncoveringbothClinicalandNon- ClinicalApplications(i.e.:HR,Finance,andAdmin)
• PD0008complianceforlegaladmissibility
• EDMSecurity-FullyintegratedwiththeSpine authentication,SSOandrolebasedaccesssecuritymodel includingtheSmartCardsystem
• EDMAdministration–ITAdmintooltomanage: •Roles •Users •Audits&Reporting
• LegacyClinicalInterfaceCapabilities-Thesolutioncaters fortheabilitytoprovideinterfacesforexistingclinical applications.
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6pm EDm/iRm Functionality
Benefits of our clinical Focussed EDm
• Viewing,SearchingandRetrieval:AgainstaPatient RecordwithinCRS
• PatientViewer:ListofdocumentsheldwithintheEDM solutionassociatedwiththisPatient
• SpecificFolderFunctionality:
-AlertFolders:Allergies,LivingWills, ChildatRisk,AbusiveHistoryetc.-Sealedenvelopes
- InstrumentFolderLinkingInstrumentstoaPatientVisit-Flagdocumentsforattention/correction-AdvancedDirective-FullAnnotationFunctions-VersionControl-VirtualFolders-Provideseachuserwithapersonalized folderofdocuments(draganddrop)-FullRecordRetentionandManagement-AuditTrailandReporting-FullPD0008 compliancethroughaudittrailsloggingeachuseractivity.
• AddressesPolysystemsinitiatives
• Improvesaccesstoallrecords(currentandarchive)
• Improvesmulti-crosssiteaccesstorecordsparticularlyout ofhours
• Providesaccesscontrolandrecordsallinteractionswith records
• Maintainsintegrityandphysicalsecurityofallrecords
• Increasesefficiencyofmedicalrecordsmanagement
• Modernisedarchivestores
• AchievessinglerecordsforallpatientsinTrust
• Coordinationofmultiplelibrariesofrecords
• Ensuresthatrecordsaremanagedaccordingto“Forthe Record”(storageanddestruction)
• SinglesolutionforTrust
• COTSminimiserisksassociatedwithimplementationand use
• Appropriatephysicalenvironmentforrecordsandrecords management
• EnsurescodingrequirementsaremetforPaymentby Results.
integrated Record management (iRm)Addressing the paper Record mountain
the solution includes an optional integrated Record management (iRm) facility for paper Archive Record and Retention management called Filetrail. Filetrail manages the full life cycle process of paper to Digital transformation. Filetrail sits between the EDm vault and paper archives to link the two worlds together. the solution utilises Bar code technology. Barcodes are applied to each main medical Record and patient specialty Records. these can then be used to locate each record and track the full life cycle of the paper record.
Filetrail provides:
• Abaselineinventoryofpaper-basedfilesthathasbeen auditedagainsttheCareRecordService.
• Arigorousfiletrackingandmovementcontroloverthepaper fileinventory,whereverthefileisphysicallyheld(onoroff site)
• AfullycompatiblePapertoDigitalConversionprocess managementtoolcompatiblewithin-houseandoutsourced scanningservicessupportingBS10008
• A“ScanonDemand”managementprocesseliminating costlyupfront“BulkScanning”Scanonlywhatyouneed, whenyouneedit
• Anautomatedretentionmanagementcapabilityoverpaper files;historicexpiredrecordscanbeculledupfrontsaving storage/scanningcost
• AseamlesselectroniclinkbetweentheTrust’sCareRecords Service(CRS)EDMandFileTrail’sfiletrackingandmovement controlsystems
• AnoptionalRFIDtagreadertechnologyforreal-time trackingofphysicalRecordsandHospitalAssets.
Benefits of iRm:FileTrailisfullyintegratedwithboththeEDMandtheclinicalapplicationprovidingtheabilityto:
• ViewthelistofPaperHealthRecordsassociatedtoaPatient
• LocatethePaperRecord(on-siteorheldat3rdparty storage)
• Requestvariousretrievalprocesses(ScanonDemandbased onprioritiesandagreedSLAs)
• TakeautomatedfeedsfromCRSforpre-scheduledinand outpatientappointments
• ImmediatelyapplyRetentionPoliciestoin-houseandthird partystoredpaperrecords
• ManagebothPaper(onandoffsite)andElectronicPatient informationfromasingleclinicalperspective
• Rationaliseandmanagecurrentlibrarymanagementand spaceissues,andgrowingoffsitestoragecosts
• Allowcriticaldocumentstobeassociatedtotheelectronic patientrecordinasafe,secureandefficientway.
scan Validation management (Day Forward scanning)The6PMSolutiondesigneffortsfocusedheavilyonthesafescanandvalidateprocessofmedicalrecordsfroma“DayForward”perspectiveattheTrustorbytheTrust’s3rdpartyscanningoutsourcesupplier.TheUsercanscaninBatchesofmultipledocumenttypesandPatientrecordsorcapturesinglePatientDocumentsagainstaCRSrecord.
Benefits of 6pm scan Validation process:
• Clinicalsafevalidationprocessforallscannedimages
• Aneasytouseintuitivefourstepprocess
• Separatescan/validationfunctionsallowingsplitworkcapability
• IntegrationwithCRSforcompletetrackingof“NewEncounters” assuringallpaperrecordsgeneratedarecollectedandscanned
•Reportscansummaryandaudittrailofallscanningactivities.
End to End EDm/iRm solution
the 6pm EDm/iRm solution Delivers:• AnenterpriseEDMwiththeWorld’slargestsupplierofthe technology,EMCDocumentum
• Thedevelopedinfrastructurethatwillsupportservice transformationinitiatives
• Improvedaccesstoservicesbyallowingcaretobedelivered frommultiplelocations,includingthepatient’shome
• Increasedtheproductivityofyourcliniciansbyprovidingthe informationtheyneedinseconds
• UniqueIntegratedpaper/electronicPatientrecordswithout anexpensiveback-scan
• Servicetransformationinitiativesthroughtheprovisionofa secureonlineMedicalRecord
• SignificantlyreducedcostofmanagingtheMedicalRecord.
PLEASE CONTACT US TO DISCUSS YOUR REQUIREMENTS
e:[email protected]:www.6pmsolutions.com
Malta:+35622584500UK:+44(0)2071642123
@6pmSolutions6pmSolutions6PMSolutions
