The Challenge:
The way how operations are carried out in Med-i-nets involves a complex workflow that can lead to many operation inefficiencies. The patients’ records in form of the voice dictation given by the doctor are uploaded to a server. These files are then downloaded by the transcription staff and converted into word documents and then uploaded back. The doctor then cross checks the document for accuracy and approves the document if everything is alright. The current system was leading to the following problems:
- The lack of familiarity of the system led to lots of support tickets.
- The systems performance was severely going down with Gigabytes of data being added every year.
- There was no efficient batch printing system in place which gave the doctors the option to just print the first page of every document.
- For each document that the staff uploaded several entries were manually done in many places.
- There were difficulties in tracking the versions of the documents and it was difficult to track and notify teams of the changes.
To put an enterprise system in place that increases productivity, is easy to use and also adheres to compliance regulation like HIPPA.
The Solution:
After evaluation many vendors Med-i-nets decided to go with OSSCube unified solution to as a complete replacement for their existing system. While implementing the system consultants at OSSCube realized the fact that the users of the system were mainly the doctors who would not have a system with a high learning curve. So a solution based on Alfresco was designed that not only improved productivity was super simple to use. They could use everyday tools like Microsoft word to accomplish their critical tasks. The following were the benefits of the newly adopted system:
For Doctors
- The doctors are able to access the repository using a familiar shared drive interface. The repository folders are mapped to the desktop of each doctor and they are able to seamless access the files without having to go the web based interface.
- Doctors are now able to initiate complex workflows from within Microsoft word only. They can reject a document, give comments for change and even modify the document with it getting automatically saved in the repository.
- Doctors receive automatic email notification if any document is updated or modified.
- Doctors can now search through gigabytes of documents in seconds that earlier too them hours.
For Operators
- Operators now fill the Meta data (doctor name, patient name etc) for each document as properties of Microsoft word document. They don’t have to login to the system and make an entry for each document they upload. Everything is done from within Microsoft word only. When the document is saved the system automatically extracts the Meta data from the word document and populates the database with the database.
- Automatic revision of each documents are maintained which make change tracking easier.
- The collaboration ability of the system has made the whole team more productive.
Ever since the system been put into production use the overall efficiently document processing has increased by 30%. The support tickets have virtually decreased from an average to 200 per month to 30 per month. Apart from an exponential increase in the satisfaction of both customers and employees the system has resulted in quantifiable cost savings.
