In the summer, SunCoast volunteers scan 6 days a week, 8 hours a day. Volunteer hours drop once school is back in session, but some scanning work is done every day. In one summer, SunCoast volunteers scanned 60,000 records or about 3 years' worth of the most recent donor records. Now volunteers will work on scanning the backlog of 1500 boxes of older records stored off-site. Staff can now move through the office easier and the workplace is calmer since 60 boxes have now been removed from offices and hallways.
With DocuWare it is easier for the blood bank to comply with FDA guidelines. If there was an FDA reportable error regarding a unit of blood, the blood bank has 45 days to submit the report online and provide evidence of corrective action. The penalty for not submitting the report on time is an “observation” on FDA form 483. With repeated observations of the same error type, the FDA can impose fines or even shutdown a facility. Electronic documentation makes meeting regulatory compliance deadlines much simpler.
The biggest benefit SunCoast has seen since implementing the system is lightning quick document retrieval.
“With DocuWare Cloud, our turnaround time to pull up a donor’s record to verify or edit information, or post test results, happens in seconds when before it was a 24 hour wait. The difference in our productivity and response time is quite significant,” said Robert Harper, Director of Quality Assurance for SunCoast Blood Bank.
As a nonprofit utilizing volunteers to scan documents, quality assurance was a key issue for SunCoast. In the beginning they reviewed 1 in 10 records, now they only look at 1 in 25. With a goal of maintaining accurate, high-quality information, the system’s flexibility and ease-of-use, even for a rotating group of volunteers, was just what SunCoast needed and helped them lower their costs.