Utah State Developmental Center
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- Cuthbert Small
- 7 years ago
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1 Utah State Developmental Center "a statewide resource center for people with disabilities while promoting opportunity through choice and outcome based support."
2 How we started---going Paperless USDC started a Workflow Committee in 2011 This committee was formed with different professions for the implementation of going paperless campus wide. Efile presented a power point to the committee After many meetings and consideration of using Efile cabinet, the committee felt this would benefit the facility. Then the process of approval to purchase Efile began.
3 Spring 2012 It was a process Training IT Department Planned the structure of folders Prioritized what needed scanning first Approval of new retention through State Archives
4 Folder Structure We put an initial folder structure, much like our binder structure for our records department There are a lot of possibilities and this part of how we structured our Medical Folders We are in the process of changing our folder structure for our Medical documents after meeting with our Medical professionals. About 1/3 way through.
5 See Information Aids in Treatment Retrieving Information for requests Different Access Levels ASAP Documents Navigating Users Need More Training Efile did a mass training several days in a month so everyone could attend. We have several nurses and Doctors that would benefit from being able to use Efile. Echart Nursing Records Professionals Doctors
6 Easy Search OCR Recoginistion Optical Character Recognition Software
7 Advanced Search See what individual users have stored Search for a document that was stored By type By date By name in text Supervisors can see incoming information readily by searching the date or user Quality Assurance Can easily edit Check out document in Adobe, Redacting Option Training You can view how new user is storing information.
8 Like Magic I wish Our biggest challenge is digitizing all of our documents.
9 you have to get it into EFile
10 Current Individuals We have 202 individuals that we provide 24/7 ongoing care for. There are a lot of documents because of this. Examples Shift Logs, Bed Checks, Overlap Professional Evaluations Daily Progress Monitoring Treatment Sheets Medication Administration Current Habilitation Training Medical Evaluations Schedules Most individuals have binders each, after scanning we can get them down to 2 binders.
11 Prioritize and Sort We have to prepare documents to scan Rice paper sometimes needs to be copied. Redacting information before storing to Efile You can do this after There is information that we redact Sorting it in date order Separating documents to store individually Prioritize Projects We have a weekly calendar that we follow thru several projects with example: Monday Prep Day Tuesday Quality Check Day Wednesday--ITS
12 We Need a Project Aid not a Lookie Lou We wanted to keep information secure, by not allowing access to other files or information We gave them their own cabinet to work with that mirrored a small portion of our current individuals filing. Then a user from the records department takes minimal time to refile these into our current individual file.
13 Predefined Names 1. Reminds users how to store it and what to do with it after storing. 2. Displays how to name the document 3. Predefined wording that you don t have to type out each time 4. Documents are stored with similar qualities so they are easy to retrieve and find
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15 Releasing Information We process a lot of mail to release information PHI Authorizations Release of Information Certified Mail Guardian consents Person Centered Planning Correspondence Requests Treating Facilities Vitals and Records
16 Storing Information Once we scan a document We can send hard copy to the buildings Shred it Store hard copy it if it permanent Add a retention into Efile
17 We found a great tool 1. Eliminating Paper 2. Secure Login per User. 3. Users Have Unique Security Settings 4. Stored Encrypted on a Secure Server 5. Synced in with Charting System 6. Similar to current binder structure 7. Easy Access for Viewers Need to know basis. 8. Enhances our Accounting of Disclosures 9. Audit Logs, Review Users Activity 9. Access Ease Information 10. You Can Make Unique Projects
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