The Electronic Document Management System (EDMS) required for the hospital should assist in the areas of managing excessive data and interoperability between departments. The health care institution requires a sufficient EDMS that has a reduced storage space that reduces the commercial cost of storing documents in paper form. The proposed software-based management solution shall also reduce the use of storage bins and file cabinets which occupies a lot of area as at the moment. An EDMS with vaults and offsite warehouse boxes can also act as reduced storage spaces that cost less and provides sufficient security sensitive documentation (Pearson, 2014).A sufficient EDMS provides management and access of sensitive information so as to have audit trail that can control the traceability of the data.
There is need for a document management solution that offers the function of specialization in the management of industry records. Through specifying commands to the health care jargon and personalization, the system is a time saving tool that makes the manual filing of documents obsolete. Furthermore, the hospital needs an EDMS that performs automatic indexing for documents in electronic file folders therefore making it efficient during retrieval of patient information. Remote facilitation of the EDMS also enables the portable functionality of the data system so that it collaborates with all the business facilities in spite of location (Boopathi et al., 2018). Through internet connectivity, the data can be accessed from different sections of the company and should also be compatible with the computer software available in the hospital.
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The hospital also needs as functioning EDMS system that ensures that there is collaboration and sharing of information with affiliate departments. Without the need to travel to a different department to retrieve crucial information, there will be more time to focus on patient health care outcomes. Furthermore, it makes designation of different document tasks easier where multiple copies of a document can be produced on request without the need to travel to the sender’s location (Pearson, 2014).
An EDMS with correlated networks enables the access of business processes from a central source where healthcare workers can communicate changes within the organization. The managers can therefore communicate any instructions and modifications through the use of one EDMS tool rather than requiring the disbursement of such information through the departmental heads. Furthermore, an effective EDMS contains digital archiving that ensures that there is backup in case of computer damages and accuracy in the system. Such an EDMS provides improves client relations, competitiveness, and flexibility which is related to productivity.
EDMS vendor whose systems would be appropriate for my needs
The EnVision, EDMS is a comprehensive solution for the indexing, disposition, storage, capture, creation, and the retrieval of data. The data management capability is paramount because it can us configured information by enabling easy access. Furthermore, the integration of the different languge use enables the comprehension of technical operation by multicultural employees. On the other hand, Document Logistix offers customer focused and experienced data management solutions that has maximum effectiveness of workflow. The vendor has research and development teams that conduct extensive market-focused roadmaps to grow and succeed. In comparison to the EnVision system, the vendor as a knowledgeable technical support and responsive team that ensures that there is constant maintenance of the system and 24 hour customer support. With a focus on health institutions, Document Logistix is interoperable where data can be shared on request to various branches of the hospital.
The EDMS system offers a comprehensive software arena that is cost-effective through consistent audit functionality through on-premise deployment options. Furthermore it has content management options that are convenient in the process of stacking what would have been otherwise a cumbersome technology. The commercial terms enable negotiation and value pricing empower account managers who can use deliverable and merit to measure customer satisfaction. The vendor has constant communication with the customer to use feedback as a source of information on research.
Document Logistix Proposal
I recommend the acquisition of the Document Logistix EDMS which offers %0pence per document on storage charges are is secure in the storage of sensitive information. The EDMS also offers the Workflow Designer which affords the hospital an evaluation platform through the use of graphic presentation. The data from documents stored in the system enables the analysis of data through the use of escalation points, check points, and drag and drop options that make it an efficient system to stack documents in an accurate manner. Furthermore, different institutions rate the vendor as creating accessibility to data, flexible, attentive to detail, prompt (Foster, 2002).
Proposal Components Needed in a Facility Policy for Retention and Destruction of Health Information
Hospitals often face litigation in matters concerning the retention of records following the exit of patients from the active system. Specific programs are necessary in the retention and the destruction of such information through the codification of necessary guidelines. Through maintenance of written policy, hospital are allowed to destroy previously recorded health information due to its sensitivity and the ethical principles of healthcare. However, there is no authoritative enforcement to this principle and therefore can only be individually instituted (Boopathi et al., 2018). The major debate is on the period of data retention such as fifteen years years after inactivity of record. With a sufficient EDMS, companies can have regulatory compliance of the data that simplifies complex documents. When it is easy to retrieve a document, thee process becomes less time consuming and less labor in producing a document.
References
Boopathi, R., Sundaram, S., Senthilkumar, C., & Prabu, M. (2018). Investigation on electrode vibration behavior of machining characteristics in nano-tic mixed an EDM machining performance. Journal of the Balkan Tribiological Association , 24(3), 363–380
Foster, J. T. (2002). EDMS: What it was, is, and could be. Topics in Health Information Management , 23(1), 42–51
Pearson, M. (2014). Aintree University Hospital NHS Foundation Trust rolls out new electronic medical records system to improve the quality of patient care. International Journal of Integrated Care (IJIC), 14, 148–152
