Ash Trees Surgery saved 7 hours a day by going paperless

August 4th, 2014 | Posted by Kevin Corley in Business Process Automation | Document and Information Capture | Document Management | Workflow

The general practitioners at the United Kingdom's Ash Trees Surgery has implemented paperless technology in order to make administrative practices more efficient, according to GPonline.

The practice introduced the document management software in order to free up health care providers at the practice to focus more on patient care, the publication noted. The practice, which serves over 15,000 patients was also able to enhance the quality of its data and optimize quality and outcomes framework points through the new system. Because of the streamlined operations at Ash Trees Surgery, the clinic of 13 general practitioners, three nurse practitioners, six nurses and 13 administrators has saved an average of seven labor hours per day.

Going paperless is a great way to increase efficiency and cost-savings. Copernicus Group IRB, an independent institutional review board, can attest to the benefits content management services can provide. The company was once producing the equivalent of a 22-foot stack of paper on a daily basis, according to Corp! Magazine. The company had a 5 million page backfile.

The company now receives 96 percent of its documents electronically and the change has made it a much more agile organization, according to the publication. Since eliminating the paper clutter, Copernicus Group IRB has seen a 51 percent return on investment.

"As organizations work toward minimizing paper to increase business efficiencies and reduce their carbon footprints, many look for technology solutions to drive and track their efforts," Melinda Stoker, director of global marketing communications for Xerox DocuShare, told Corp! Magazine. "By adopting an enterprise content management  platform, for example, employees are able to store, manage, and archive documents electronically in addition to streamlining business processes by automating them with workflows."

At Ash Trees Surgery, efficiency increased in several key areas following the switch to document management software:

1. Document capture
Letters at the practice are received electronically. Every 15 minutes the system pulls letters into the clinic's document management software, so that there is a constant stream of electronic documents that are stored automatically. The elimination of backlog means that providers at the practice can always remain up to date with their patients' needs.

When the practice does receive a physical copy of a letter is received a document capture service converts it into electric form. The program then automatically recognizes the documents filing details so that they are always stored correctly.

2. Managing workflow
The practice's upgraded content management service also allows for saved time. Features include a "single-click" workflow system that significantly reduces the amount of clicks it takes for a staffer to reach the document he or she needs. The ability to set up shortcuts to make the accessing files easier has been a huge boon in time-efficiency for the clinic.

3. External and internal communication
The practice's software also includes a secure discussion platform. This means that information on can be shared, reviewed and controlled by staff more simply than before. Communication software is used both as a peer review tool and as a locum management solution. This makes oversight of the clinic much easier, even when important staffers are on vacation. 

It is important when switching to paperless operations that an organization maintain focus on having employees buy into the program, Corp! Magazine explained. Staffers at both Ash Tree Surgery and Copernicus Group IRB saw the benefits of their content management systems because employees bought into the system. Use sub-committees and focus groups to design the best paperless business process automation, and the switch will likely be much simpler. 

Brought to you by Image One Corporation providing complete information governance since 1994.

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