August 2009 Newsletter
Streamline Patient Registration with Integrated Document Management
The reality for healthcare organizations is that their business processes are often paper-based, manual, and inefficient. Doctor's offices in the U.S. are mandated by law to manage their documents in some manner. Every time a patient visits a clinic or hospital, an insurance card, driver's license, HIPPA paperwork or other documents must be captured and stored.
The challenge for healthcare providers is how to create, manage and store this information in the most effective and inefficient way possible. Inefficiencies in paper-based processes can be found if they are analyzed, and workarounds can be created to make them more effective. However, to truly improve efficiency and realize huge cost savings, these organizations need to digitize documents and automate their work processes.
RJS Software has successfully implemented WebDocs into a number of doctor's offices and hospitals. Criticial content is captured correctly, giving users easy access to information, more security and an audit log of the document's life cycle. To make these organization's employees lives easier, we integrate WebDocs into Hospital Information Management Systems (HIMS), which makes sharing data between both applications easier.
To learn more about how WebDocs works in the Healthcare industry, contact us or visit the Success Story section of our website.
Bill Whalen - Sales & Marketing billw@rjssoftware.com
Read RJS Success Stories in Healthcare
RJS is Your Hardware Solutions Provider
Attention IBM i users at V5R3 and earlier! Are you aware the IBM withdrew support for your operating system (OS) on April 30, 2009? IBM also announced that they will withdraw the upgrade path to V5R4 on January 5, 2010. Fear not, RJS Software Systems has you covered. Call us to find out how to keep current with all the changes IBM has implemented in the later versions of the OS. We'll help you understand the powers of the Power6 platform and see how affordable new Power i servers have become.
Our featured product this month is the Canon DR2510C Color Scanner. The DR2510C is an extremely robust compact departmental scanner that processes 50 images per minute in duplex mode. This high-speed document scanner works at the same impressive speed in color, grayscale, and black and white.
Contact RJS for more information on how we can provide a hardware solution for you.
Sam Ulrich - Hardware Sales sulrich@rjssoftware.com
Skidmore Sales Feeds Quality Document Management
WebDocs helps reduce 12 hour process to 20 minutes.
BACKGROUND
Skidmore Sales & Distributing Company, headquartered in West Chester, Ohio, is a privately held company with almost 50 employees. It has been a broker and distributor of ingredients for the food industry since 1963. With 18 warehouse locations outside the Cincinnati area and more than 150 ingredient suppliers, Skidmore Sales now serves more than 1,400 customers is 18 states.
CHALLENGE
Food quality and safety is a paramount concern for everyone from farmers and food processers down to consumers. Ensuring food quality requires the managemnt of a considerable volume of both electronic and paper-based documents. Skidmore Sales manages approximately ten different food quality documents including Material Safety Data Sheets (MSDS), allergen specifications, kosher compliance documents, certificates of analysis (C of A) and certificates of origin.
Skidmore Sales had software that allowed it to scan documents and manage them electronically, thereby eliminating the labor costs and errors typically associated with paper-based document management.
However, that software was cumbersome to use. The old software required considerable manual entry of the key fields used to search for documents, and when a key was typed incorrectly, the document became difficult, if not impossible, to find.
About two years ago, Skidmore Sales initiated a search for a document management system that would eliminate the problems and weaknesses of its old software. That search led the company to WebDocs from RJS Software Systems.
SOLUTION
Skidmore Sales evaluated several other document management systems before settling on WebDocs. WebDocs provided the best fit with Skidmore Sales' environment, while meeting all of the company's requirements. Those requirements included the ability to:
- Integrate with Skidmore Sales' ERP system.
- Run on IBM i (formerly AS/400, iSeries and System i), the platform that Skidmore uses for its ERP.
- Be future-ready. Skidmore Sales wanted software that, in the future, would allow customers to access required documents securely, on their own, over the Web.
RJS installed WebDocs in one afternoon. Within three or four days, Skidmore Sales was capturing and indexing the C of A production documents. Today, when a food quality document comes in it is either scanned into WebDocs or, if it arrives in electronic form, it is sent directly to WebDocs' document database. One of Skidmore Sales' staff then keys in the associated PO number, allowing the document to be accessed by PO number.
RESULTS
The ability to populate key fields automatically from the ERP system has improved human resource flexibility at Skidmore. "End-users don't need a large knowledge base of all the manufacturers' SKUs that we carry in our warehouse," explained Dennis Meyers, Information Technology Director at Skidmore Sales. "That minimizes the knowledge that the person doing the indexing has to have. We now have multiple people doing indexing, whereas, in the past, only one person could do it."
WebDocs also allows Skidmore to automate the process of sending out price change notifications. When announcing a price change, Skidmore uses its ERP system to find all customers that ordered that product in the past six months. Then, Skidmore uses RJS' iForms software to generate a price notification letter and archive it to WebDocs. The company then uses WebDocs' email automation capabilities to distribute the letter automatically. A process that used to take a day and a half now takes about 15 to 20 minutes.
Meyers took advantage of RJS Software's IBM i expertise while integrating with Skidmore's ERP system. RJS assisted with program logic, field mapping and data exchange to eliminate headaches and make the transition to WebDocs smooth and seamless.
Keep Your Data Under Lock and Key with Data Encryption
A company's data is one of the most valuable assets it possesses. This data has become increasingly vulnerable as mobile computing becomes more and more widespread. Sensitive information is often stored on notebooks and removable storage media without any firewall protection.
Mobile devices and storage media, along with the highly sensitive information they contain, are especially at risk of loss or theft. Sophos data encryption protects valuable company data so that no unauthorized user may access the encrypted device and read the data, or use the device as a tool to enter the company's network. If a device gets into unauthorized hands, the data is protected even if the hard disk is removed. A user authentication procedure runs before the operating system boots, providing secure protection.
Sophos data encryption is truly user-proof. It operates transparently in the background so end-users require no training or chage in their work behaviors. For security officers, IT managers and system administrators, Sophos data encryption offers transparent security, easy security policy implementation and simple deployment.
Call RJS Software today to learn more about Sophos data encryption.
Greg Schmidt, Director of Technology Services greg@rjssoftware.com
Exact Searches in WebDocs
Some customers of the IBM i version of WebDocs call wondering if and how they can do an "exact match" search. The default search is "starts with" and can often return additional unwanted search results. The short answer is yes we can, and here's how.
First, the search suffix needs to be changed in the data area DOCSRCHSUF in the RJSIMAGE library from its default value of '%' (the SQL multi-character wildcard) to a blank. Once changed, the user has many options for creating their desired search criteria. An exact match search is now the default, but users can do begins with (Acme*), contains (*Acme*) or ends with (*Acme) searches by using common wildcard characters like asterisk (*) and percent sign (%). Single-character wildcards are also possible using question mark (?) or underscore (_). A search of "123?" would return "1234," but not "12345."
Changing the search suffix data area in this manner is highly recommended as it gives the user the most flexibility in doing searches in the IBM i version of WebDocs.
Vern Hamberg, Software Architect support@rjssoftware.com
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