Electronic Document Management Solution (EDMS) for Healthcare
- Eliminate the large costs incurred to store, retrieve and manage paper patient records.
- Ensure the right documents are in the right place at the right time.
- Eliminate the clinical risks of managing paper records such as double registrations, lack of availability, fragmentation of notes, accidental destruction and deterioration through wear and tear.
- Ensure that all clinical records are accurate and up to date with version control and full audit trail capabilities to determine who accessed what, where and when.
- Ensure access to clinical records available on demand in a secure environment.
- Achieve all of this using the world leaders in document management (Documentum) and scanning (Kofax).
The Electronic Document Management solution (EDMS) developed by 6PM in partnership with several trusts converts paper clinical records into electronic images that can then be managed and archived for future retrieval and historical purposes directly from within the Care Record System.
Security is fundamental within EDMS due to the sensitive nature of the personal data held within the system. Our solution integrates with the Spine Single Log-in in order to authenticate the user and verify their user rights and provides the foundation for the security model. Over-laying this is a complex matrix of Trust specific security requirements around documents. Furthermore, all access to the system and modifications to the documents are audited and logged in order to be able to provide backwards traceability.
The Solution caters for all of the Acute and Primary Care Trust needs in terms of scanning and EDM requirements through the use of genuine Enterprise-Wide market leading products such as Documentum and Kofax. It also provides a solid COTs road map going forward to enable a Trust to easily integrate Clinical and Non-Clinical systems in the future.
Benefits of th
e EDMS:
Improved Solution
- Reduction of clerical staff required for the manual collating, filing and retrieval of medical records.
- Reduction/elimination of folders and filing cabinets cost
- Reduction of Paper and associated Photocopying cost of patient records (Industry standard is 0.55p per copy which includes labour, paper and copier cost)
- Elimination of lost records
- Reduction in offsite storage and transportation cost for retrieval and re-filing of warehoused records
- Better Patient Care with up to date and accurate treatment records.
- Patient record always available, avoiding the need for cancelled appointments.
- A Single point of reference (EDM Repository) for all Patient Documents.
- Addresses areas around Freedom of Information and Data Protection Act.
Improved Patient Care
- Availability and accessibility of patient records at the click of a button. Currently, an average of 5-20% of clinics patient records are unavailable under the paper records system in many Trusts
- Ability to easily share notes and records with satellite clinics, sister hospitals, community care agencies
- Improved system security and access controls mitigates the confidentiality issues that exist with open medical records departments
- Avoid cancelling scheduled operations due to notes being unavailable
- Reduced clinical risk and avoid serious clinical incidents due to missing patient notes
Improved Staff Retention and Morale
- Reduce lost revenue due to un-coded procedures
- Reduce the time spent requesting or searching for clinical records or notes
- 20% of nursing time spent looking for patient notes in many Trusts
- 3 to 4 hours per week of each doctor’s time spent looking for notes
- Approx 50% of Consultants keep their own copies of important notes - the medical records department are usually unaware of this!
EDMS for Healthcare