Applied Microimage Corporation, an Authorized DocuWare Partner, assisted The Providence Center with the implementation and integration of DocuWare as the electronic document repository portion of its information management system.
“First and foremost, the implementation was a company-wide effort. Our implementation team interviewed employees across all program and functional areas to determine how the paper record was being used in providing services. The information gathered from the interviews was invaluable in helping us to develop the appropriate index criteria. Finding the correct balance between the effort involved in indexing documents and the ease of document retrieval is critical,” said Bill Cadieux, Chief Information Officer of The Providence Center.
With the integration of DocuWare, all documentation, whether originating as paper or electronic, can be made available in electronic format. Through custom programming, a majority of E-Docs forms are brought into DocuWare already indexed and ready to be stored. In cases where a computer is not available, handwritten forms can still be used and are manually indexed with the assistance of barcodes and database lookups to autopopulate key index values. DocuWare’s open architecture and Software Developer Kit allowed The Providence Center’s programmers to smoothly integrate DocuWare with existing off-the-shelf and custom software to meet their unique needs.
The Providence Center’s document management solution utilized some existing software and hardware. New purchases included: two Dell Servers and four Panasonic KV-S3065C scanners. The Center implemented DocuWare on a point-forward basis, meaning new client records would be completely electronic, and any forms or information added to existing client records would be done electronically and stored in DocuWare. Based on feedback from the employee interviews, key historical documents were also scanned. Occasionally, requests for paper records are still received. When that happened the Providence Center smoothed the transition between the two record retrieval systems by tracking which paper documents were requested and subsequently scanning whatever documents prompted the request. After six months of using this tracking and scanning system, paper record requests have gone from 1,200 to 200 requests a day and will phase out almost completely within a year from implementation.