WILL THE REAL ELECTRONIC DOCUMENT MANAGEMENT SYSTEM PLEASE BE INSTALLED!
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- Evangeline Peters
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1 Session #8 Opinion Piece February 10, 2003 WILL THE REAL ELECTRONIC DOCUMENT MANAGEMENT SYSTEM PLEASE BE INSTALLED! 2003 Deborah Kohn
2 About Deborah Kohn, Speaker Worked with Electronic Document Management Systems (EDMSs) since 1987 Assisted in the design and installation of the first EDMS for patient record documents in a US healthcare provider organization Recently architected the integration of a large, university-based, healthcare delivery network s clinical documentation system and EDMS Founded the national Patient Medical Record and Patient Financial Record EDMS User Groups
3 Learning Objectives 1. Differentiate between EDMSs and other, similar types of information systems, such as content management systems, record management systems, and electronic patient record systems 2. Explain why EDMSs and their component technologies play critical, middleware roles in enterprise-wide IT infrastructures 3. Use EDMS component technologies as springboards for healthcare organization web strategies 4. Develop an enterprise strategy for electronic document management that best suites the organization
4 What is a Document? any Analog or Digital, Formatted, and Preserved CONTAINER of Data or Information that is Interpreted in an Audible, Readable, or Visual Manner
5 Data Contained in a Document Structured? or Unstructured?
6 Healthcare Documents - Analog Hand-written / type-set, paper-based forms notes letters reports Photographic film-based diagnostic images photographs
7 Healthcare Documents - Digital Computer-generated forms notes letters reports Computer-generated diagnostic images photographs
8 Healthcare Documents - Digital Graphics Audio clips Video clips Microsoft Office files
9 Healthcare Documents - Digital Message exchanges Instant Message exchanges Vmail Message exchanges Web pages!
10 What is an EDMS? ANY Electronic System that Manages DOCUMENTS to Realize Significant Improvements in Business Work Processes
11 What is an EDMS? ANY Electronic System consisting of Technology Components that support DOCUMENT MANAGEMENT
12 EDMS Component Technologies Analog Document Capture (i.e., Document Imaging Technology) Scanning / Faxing
13 EDMS Component Technologies Digital Document Indexing Metadata Digital Document Retrieval Printing to Paper, Film and / or Screen
14 EDMS Component Technologies Character Recognition or Automatic Identification Intelligent Character Recognition Optical Character Recognition Optical Mark Recognition (Mark Sense) Bar Coding
15 EDMS Component Technologies Document Management Document Assembly Version Control Document Tracking (Check In/Check Out) Document Content Management
16 EDMS Component Technologies Records Management Mass Storage Retention Archiving Purging
17 EDMS Component Technologies Workflow Enterprise Report Management (ERM) Automated Forms Processing Digital Signature Management
18 Today s Terms for an EDMS INCORRECT Imaging System Document Imaging System Optical Imaging System Electronic Patient Record System
19 Examining the Perceptions An EDMS is an Imaging System, Document Imaging System, Optical Imaging System,.. An Imaging System, Document Imaging System, Optical Imaging System,. is an EDMS. Document imaging is synonymous with document management.
20 The Consequences Most of today s existing, healthcare organization EDMSs are just document imaging technology systems.
21 Examining the Perceptions There is no need for an EDMS because the healthcare enterprise is implementing all-digital information systems, such as clinical data repositories, clinical documentation systems, financial information systems, etc.
22 The Consequences Paper AND Electronic Interim Paper TO Electronic Transition
23 Examining the Perceptions The healthcare organization will become paperless when alldigital information systems are implemented.
24 The Consequences What if other healthcare organizations are NOT fully digitized when all-digital information systems are implemented in your organization?
25 Examining the Perceptions The healthcare organization will become paperless when it acquires and implements an EDMS.
26 The Consequences Little demand Systems that have been dominated by dedicated, high-volume applications located in one healthcare organization department
27 Examining What s Real Many IT decision-makers do not understand documents. They understand structured data. And, unstructured data and documents are processed differently.
28 Examining What s Real Many executive decision-makers do not understand document management until they are confronted with or responsible for managing document-related issues: archival issues output management issues storage issues.
29 Examining What s Real It s VERY difficult convincing healthcare decision-makers that electronic document management is a strategic requirement, especially when they don t know what it really is.
30 Where Are We? As yet, no fully-functional, REAL EDMSs have been installed.
31 Where Are We? Ironically, today, healthcare organizations existing and future data and information processing, transaction-based systems require a number of EDMS component technologies to complement those systems.
32 The Not-So-Good News Almost EVERYONE in a healthcare organization still faxes documents! Almost EVERYONE in a healthcare organization still prints digital documents to paper and film for storage and distribution purposes!
33 The Good News Almost EVERYONE in a healthcare organization requires automated workflow! Almost EVERYONE in a healthcare organization benefits from document management, especially version and access control!
34 The Good News Almost EVERYONE in a healthcare organization requires digital signature management! Almost EVERYONE in a healthcare organization benefits from content management, especially when developing and maintaining documents published on public and private websites!
35 A Different Strategy The Document Repository
36 A Different Strategy Physical data and document repositories, logically linked Pt. Audio Repository Pt. Video Repository Analytic Data Warehouse Pt. Signal Tracings Repository Pt. Dx Image Repository (PACS) PT. CLINICAL DATA REPOSITORY PT. DOCUMENT REPOSITORY
37 A Different Strategy Most of the EDMS component technologies should be viewed as enterprise-wide, middleware services.
38 A Different Strategy This means including the following EDMS component technologies in the middle layers of IT infrastructure: Analog document capture (i.e., Document Imaging) Character Recognition / Automatic Identification ERM Document Management Content Management Automated Forms Processing Digital Signature Management Records Management
39 A Different Strategy This means that application software systems across the enterprise can take advantage of the EDMS component technologies as needed.
40 A Different Strategy NOT ON AN APPLICATION-BY-APPLICATION BASIS!
41 A Different Strategy This means including those EDMS component technologies with enterprise integration applications, such as: Interface engines/gateways APIs Industry-standard messaging protocols HL7 DICOM
42 END-USER INTERFACE LAYER END-USER APPLICATION SYSTEMS LAYER (Existing and Future) MIDDLEWARE LAYERS ENTERPRISE APPLICATION INTEGRATION LAYER Document Imaging Printing Output Management Mass Storage Retention Archival Document Management Content Management Workflow Automated Forms Processing Digital Signature Management Character Recognition NETWORK LAYER
43 Take-Home Proposal Since EDMSs are cost-effective and feasible for enterprise wide solutions On the hardware side On the software side On the maintenance side
44 Take-Home Proposal Since enterprise-wide EDMS platforms exist that provide integrated suites of the component technologies
45 Take-Home Proposal Develop enterprise-wide EDMS strategies that correctly define electronic document management...
46 Take-Home Proposal and that pay attention to strategic IT infrastructure requirements, including...
47 Take-Home Proposal Integrating the EDMS with existing and planned transaction processing systems Aligning the EDMS with intranets Analyzing the EDMS effects on existing and future infrastructure budget and resource constraints
48 Strategy Benefits allows users to pay-as-they-go helps to reduce capital spending and align costs with demand
49 Strategy Benefits moves IT into a more managed service provider (MSP) model where the management and performance of non-core, technical functions can be outsourced to an expert third party or remain in house
50 Questions & Answers
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