Frequently Asked Questions
Docworks is committed to developing the system and will continue to work with Trusts to ensure the best possible system is provided. In the future we expect to provide database lookup services and wireless connectivity to medical devices.
Doc-works has been working with the storage and management of patient records for South Central Ambulance Service and the Isle of Wight PCT for over 10 years. Until recently these records were paper based and required scanning and intelligent data capture/validation.
We believe it is critical to provide a system that can hold all of the patient records – regardless of their source. We now provide the ability to import electronic EPR records into the system but with a user friendly PDF form that allows them to be viewed alongside paper records and continuation forms.
In addition to the digitisation and data capture processes, we have provided enterprise scale document storage and reporting systems to provide secure access to the images and to enable bespoke reporting functions such as those required for national CPI reporting.
All access to the system is via Web browsers. Documents can be viewed, either as PDF or in their native format such as Word or Excel.
If required a supplier can email a specific email address and the invoices attached wil be automatically uploaded to their account for processing and approval.
The system is hosted on the latest HP servers which are housed in data centres that boast fully resilient power, multiple Tier 1 network connectivity and ISO 27001 and 9001 accreditations.
For customers who already have their invoices scanned by a third party, these can be ingested (with associated index data) by the systems automatic uploader.
The options are endless for how we do this, we can segregate different document types into separate cabinets. Each of which can have its own set of indexes. Alternatively we can group documents together - for example electronically generated invoices with proof of delivery documents scanned from paper.
The top level of access is the list of cabinets that a user is allowed to see. This is the simplest level and restricted documents such as HR documents for Executives can then be placed there.
The next level is to enforce a filter on the documents in the cabinets. This can be a single entry such as employee number (e.g. for payslips) or could be a combination of fields such as department and document type. Groups can be setup to allow easy enforcements of ranges of valid entries. So for example if sites were in regions we could create multiple groups for each one with a list for each one that defines the sites in each region.
It is expected that the majority of paper based documents will be forwarded to a scanning bureau and they will be responsible for digitising and indexing these documents. We will require a valid set of indexes for each image and these will be used by the search function to locate the documents.
Where documents are scanned, either in bulk or on an ad-hoc basis, we have a data entry partner who can take on the task of providing the essential indexes to make documents locatable.
In addition to paper based documents, it is possible to take electronically generated document streams such as invoices or payroll documents. Generally this would be output as PDF and we would normally want some form of index for these. Where it is possible to extract the index criteria from the PDF we do not need an extra index. Where pre-print is used and a layer needs adding to the images we can handle this on the fly.
Records can also be scanned in using multi function devices and emailed to an email address. This can also include emails with attachments, ideally there will be a subject line or note in the email to identify the employee or property the documents relate to.
There is also a facility for authorised users to upload to the site using drag and drop. The screen will require the operator to enter the employee ID/property Id and document type. This function will allow multiple documents and document types to be uploaded from the users desktop.
There is a limit on the size of the files that can be uploaded but its pretty big (10Mb each). We have some examples that run to thousands of pages, the bigger the document the longer it takes to upload and download. If you have a fast internet connection these will not be a problem.
Absolutely, if there is an index for these files we can use that, if the documents are in subfolders we can use that too. We can also do some processing on the file names so that documents can be searched and retrieved quickly ( we like to add indexes to the database where we can so if part of the name needs to be searched its much better to extract this to a field so we can apply a db.index).
We are looking into the application of barcodes within documents that are uploaded so that we can reduce the overhead of indexing. For example, with HR documents, such as an "Employee Absence Form" where a document is printed and signed then uploaded, if we can extract a barcode that tells us what we need to know then we can make that part of the upload process . There are also possibilities if the document has been OCR'd. However, this will need to be considered on an individual basis.
We operate from two distinct hosting sites, which are more than 35 miles apart. Data is constantly copied over from the main site to the secondary site. All servers utilise raid and have a 'mirror' server at the secondary site.
For most customers we provide the second site as a warm standby so that it can be brought online in case of a business continuity situation. If required we can provide a "Live-Live" environment so that either site can be accessed at all times.
Although we would like to continue hosting for indefinite periods, we recognise that some clients needs change and in-house integrated solutions mean the data has to be brought in house. This is not a problem and we will endeavour to provide the data in the most useful format. There may be a time & materials charge for the work done if there is a need to output the data in a bespoke format but we always consider the images belong to the client and we do not believe it is ethical to charge punitive amounts for clients to get their data back.
At present we would need to take this on a case by case basis, for a normal client it is not cost effective to purchase hardware, software, firewalls and all of the administration tasks that go with running the system, for larger clients that wish to provide departmental or divisional services this is an option and we would be happy to investigate options.