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Case Studies

Leading hospitals relies on Shelves Tech for Document Digitization

“Shelves Tech has given us on-site scanning job with DMS that is running successfully for the last three years”

Our client a Delhi based super specialty hospital handling 60 discharges and 2000 outpatient clinics per day. The hospital produces more than 11,000 medical record pages in a day. This hospital is a almost 40 years old, establishing itself as the most trusted healthcare service provider of Northern India. They wanted a solution that would reduce the number of mismanaged hard copies from their premises and create space for other productive reasons.

Business Requirement

It is the primary responsibility of the hospital to maintain and produce patient records on demand by the patient or appropriate judicial bodies. However, it is the primary duty of the treating doctor to see that all the documents with regard to management are written properly and signed.

Their problem is multifold and increasing with each passing day due to

Solution

The implementation of a digital record management system is an investment. It will cost a bit to get it started, and some practices can’t afford to make the switch right away. But with any investment, it will pay returns over and over again until you’ve earned (or saved) more than it cost to set up. The client was offered a 3 tier solution. The first stage involved scanning of legacy documents and medical records that have been consuming the space for several years.

In the second stage we secured all the previous documents in portable storage devices and uploaded some in a document management system.

The third stage was implemented to ensure no backlogs are created in the future. An on-site scanning station was permanently set in their premises, with the deployment of a few professionals to execute the purpose

Scanning Solution

"In the first consignment more than 4000000 (Forty lakh ) copies were scanned to reduce office space and time. By the second consignment, all other documents were scanned and saved in the searchable PDF. These documents are from their general hospital wing.

Apart from that more than 15 lakh document had been scanned from their Cancer wing. These copies were lying and occupying space for ages. The exercise of scanning and putting them in order took almost an year however we able put everything back in the desired condition in digital and physical form.

This exercise was not only highlighted the missing documents in previous files also provide the scope of merging the files of the recurring patients created accidently in their follow-up. The client is managed to clean up the mess of loose papers lying unclaimed as a part of existing files as our team identified the missing papers from the file and stitched along with the same.

Step 1:Bookmarking and Meta-data

Team has created face-sheets for every patient's file at the point of scanning, to enable easy data retrieval in future. This face sheet include patient demographic information along with disease/treatment details .It also helped us arranging all documents in a well-defined and systematic order, aligning to the meta-attributes.

Step 2: Preparation of files for scanning and storage

Team used cleansers/cloth and special document de-humidifiers for treating old, qualitatively poor papers and fragile documents .Taped the torn and papers. This enhanced the quality and imparted visual clarity to the digital output.

Step 3: Scanning

Post preparation of files, team convert the physical files in the digital copies with the help of professional auto fed scanners to expedite the quality and speed of scanning. These scanned images have to move from a rigorous quality check process before they secured in portable devices like hard discs and some important ones were uploaded in a document management system.

Step 4: Training

The final step of the process is to provide the training of employees of the hospitals to handle the documents and operate the document management system.

Document management software Solution

Shelves tech comprehensive DMS software that worked as a repository for almost 5.2 million medical documents of different types, sizes and formats was installed in all the computers. This web based software operated centrally eased the data search, sharing and collaboration process a web based platform.

Manpower

Trained team was deployed at 12 scanning stations so that the old documents were scanned and additional team of 8 team members deployed to digitize the documents in a moment they were generated, ensuring no backlogs and continuation of the seamless process.

Benefits

More working space using prime office real estate to store business records is costly. Scanning your documents frees up office space so it can be used to generate more revenue for your company. Thousands of files can be stored on a single server rather than taking up space in bulky file cabinets.