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Streamlining The Practice BackOffice. Grant Burford – Imperial College Health Centre. How things used to work…. How things used to work…. How things used to work…. The Black Hole Clinician on Holiday Addressed to Wrong Clinician Patient makes an appointment before file has been processed

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Streamlining the practice backoffice

Streamlining The Practice BackOffice

Grant Burford – Imperial College Health Centre




How things used to work2
How things used to work…

  • The Black Hole

  • Clinician on Holiday

  • Addressed to Wrong Clinician

  • Patient makes an appointment before file has been processed

  • Document reviewed but not yet scanned

  • Admin time lost trying to locate documents


Reasons for change
Reasons for Change

  • Paperlite Accreditation – focus on process improvement and reducing paper trail.

  • Regular issues with locating patient documents.

  • Substantial administrative hours focussed on scanning.

  • Printing of Electronic Docs – then scanning back in!


Docman utilisation
Docman Utilisation

  • Scanning and Categorising 

  • Intellisense 

  • Workflow 

  • EDT 

  • Summarising 



Workflow1
Workflow

  • Document Audit

  • Scanned at Point of Receipt

  • Attached to Patients record within SLA (24h)

  • Document available for all to see

  • View document History (Dates - Actions – Users)

  • Workflow between users and groups


EDT

  • Documents received directly into Docman – No need to print then scan

  • Autofiling – If criteria met, filed directly to patients records

  • Substantial reduction in administrative process

  • Patient data available significantly faster


Summarising
Summarising

  • Documents received directly into Docman – No need to print then scan

  • Autofiling – If criteria met, filed directly to patients records

  • Substantial reduction in administrative process

  • Patient data available significantly faster


How things work now
How things work now…

More Efficient

  • Less Paper

  • Improved Flow

  • Better Information

  • User Audits

  • Document Audits

  • Reporting Tools


Current projects
Current Projects

  • Review Document Categories

  • Refine Intellisense Templates for better matching

  • Set up Fridge Temperature Log

  • Migrate to BackOffice Library

Resources

  • Docman Help Files

  • Additional Help and Walk throughs on PCTI Website

  • Docman User Forum

  • PCTI Support

Docman National Conference 2012


Thank you
Thank you!

Questions?

Docman National Conference 2012


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