Electronic Document and Record Management (EDRMS)

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Information about Electronic Document and Record Management (EDRMS)
Healthcare

Published on May 8, 2014

Author: 6PM

Source: slideshare.net

Description

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.

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:

www.6pmsolutions.comwww.6pmsolutions.com Clinical Focussed EDM Full Clinical View of Patient Record 6PM’s solution provides the Clinician with a Patient Centric view of the patient record whether documents are held electronically or in paper archives, negating the need for expensive Bulk back scanning of medical records. Designed by Clinicians, for Clinicians the 6PM solution was created to ensure that: • Integration with other clinical applications is catered for • The quality of patient care is improved by having the right information at the right time, in a patient centric format • Clinical performance increases including improved ‘release time to care’ • Clinical security is catered for without expensive workarounds and includes integration with the SPINE security. 6PM EDM/IRM Features • Clinical Safe Scan and Validation Process • Complete Business Process Life Cycle (BS10008) Paper through to Digital conversion • Integration with CRS Applications • Clinical Safe EDM Viewer design • Paper Archive Integrated Record Management (FileTrail) • An Enterprise-Wide Solution covering both Clinical and Non- Clinical Applications (i.e.: HR, Finance, and Admin) • PD0008 compliance for legal admissibility • EDM Security - Fully integrated with the Spine authentication, SSO and role based access security model including the Smart Card system • EDM Administration – IT Admin tool to manage: • Roles • Users • Audits & Reporting • Legacy Clinical Interface Capabilities - The solution caters for the ability to provide interfaces for existing clinical applications.

www.6pmsolutions.com 6PM EDM/IRM Functionality Benefits of our Clinical Focussed EDM • Viewing, Searching and Retrieval: Against a Patient Record within CRS • Patient Viewer: List of documents held within the EDM solution associated with this Patient • Specific Folder Functionality: - Alert Folders: Allergies, Living Wills, Child at Risk, Abusive History etc. - Sealed envelopes - Instrument Folder Linking Instruments to a Patient Visit - Flag documents for attention/correction - Advanced Directive - Full Annotation Functions - Version Control - Virtual Folders - Provides each user with a personalized folder of documents (drag and drop) - Full Record Retention and Management - Audit Trail and Reporting - Full PD0008 compliance through audit trails logging each user activity. • Addresses Polysystems initiatives • Improves access to all records (current and archive) • Improves multi-cross site access to records particularly out of hours • Provides access control and records all interactions with records • Maintains integrity and physical security of all records • Increases efficiency of medical records management • Modernised archive stores • Achieves single records for all patients in Trust • Coordination of multiple libraries of records • Ensures that records are managed according to “For the Record” (storage and destruction) • Single solution for Trust • COTS minimise risks associated with implementation and use • Appropriate physical environment for records and records management • Ensures coding requirements are met for Payment by 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: • A baseline inventory of paper-based files that has been audited against the Care Record Service. • A rigorous file tracking and movement control over the paper file inventory, wherever the file is physically held (on or off site) • A fully compatible Paper to Digital Conversion process management tool compatible with in-house and outsourced scanning services supporting BS10008 • A “Scan on Demand” management process eliminating costly up front “Bulk Scanning” Scan only what you need, when you need it • An automated retention management capability over paper files; historic expired records can be culled up front saving storage/scanning cost • A seamless electronic link between the Trust’s Care Records Service (CRS) EDM and FileTrail’s file tracking and movement control systems • An optional RFID tag reader technology for real-time tracking of physical Records and Hospital Assets. Benefits of IRM: FileTrail is fully integrated with both the EDM and the clinical application providing the ability to: • View the list of Paper Health Records associated to a Patient • Locate the Paper Record (on-site or held at 3rd party storage) • Request various retrieval processes (Scan on Demand based on priorities and agreed SLAs) • Take automated feeds from CRS for pre-scheduled in and out patient appointments • Immediately apply Retention Policies to in-house and third party stored paper records • Manage both Paper (on and offsite) and Electronic Patient information from a single clinical perspective • Rationalise and manage current library management and space issues, and growing offsite storage costs • Allow critical documents to be associated to the electronic patient record in a safe, secure and efficient way. Scan Validation Management (Day Forward Scanning) The 6PM Solution design efforts focused heavily on the safe scan and validate process of medical records from a “Day Forward” perspective at the Trust or by the Trust’s 3rd party scanning outsource supplier. The User can scan in Batches of multiple document types and Patient records or capture single Patient Documents against a CRS record. Benefits of 6PM Scan Validation Process: • Clinical safe validation process for all scanned images • An easy to use intuitive four step process • Separate scan/validation functions allowing split work capability • Integration with CRS for complete tracking of “New Encounters” assuring all paper records generated are collected and scanned • Report scan summary and audit trail of all scanning activities.

End to End EDM/IRM Solution The 6PM EDM/IRM Solution Delivers: • An enterprise EDM with the World’s largest supplier of the technology, EMC Documentum • The developed infrastructure that will support service transformation initiatives • Improved access to services by allowing care to be delivered from multiple locations, including the patient’s home • Increased the productivity of your clinicians by providing the information they need in seconds • Unique Integrated paper/electronic Patient records without an expensive back-scan • Service transformation initiatives through the provision of a secure online Medical Record • Significantly reduced cost of managing the Medical Record. PLEASE CONTACT US TO DISCUSS YOUR REQUIREMENTS e: info@6pmsolutions.com visit: www.6pmsolutions.com Malta: +356 2258 4500 UK: +44 (0)207 164 2123 @6pmSolutions 6pmSolutions 6PM Solutions

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