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Opex sets records at Dumfries & Galloway NHS

16 April 2014

Given the crucial and sensitive nature of transferring Hospital patients’ notes from hard copy to electronic format then the new OPEX DS2200 scanner is proving to be the technology of choice for the NHS and an investment in efficient progress.

In technical terms using a state-of-the-art document feeder the DS2200 allows a single operator to scan direct from folders without the upfront, labour-intensive and costly document preparation process.

This one touch secure process is revolutionising the way medical records are being scanned across the globe, not only by almost completely eliminating document preparation but also allowing the operator to catch the patients NHS number and create taxonomy within the patient records using OPEX document capture software ‘CertainScan’.

Embedded Kofax VRS technology automatically performs a variety of essential background tasks including content based rotation, automatic colour detection, background smoothing and image enhancement, all aimed at speeding up the scanning process and at the same time offering a high-quality end product. Equally the compact desk –top design has significant impact in terms of footprint, quiet running and the advanced ergonomic comfort for the operator.

A notable recent case in point involves the Dumfries & Galloway Royal Infirmary in Scotland. This is the principal secondary care referral centre for the entire catchment area of South West Scotland offering all key services and almost 400 beds.

The IT project manager Murray Glaister first planned the conversion project some three years ago via the appropriately careful procedures of European tendering and Pre-Qualification Questionnaires and the decision process also embraced a visit to Trafford NHS Trust which had already set up the optimum combination of the OPEX hardware in conjunction with software and induction from the NHS specialist electronic document management consultants Ideagen based in Nottingham.

Murray has a dual mission as it were of simply creating new patient files on a continual basis for the main modern Acute Hospital which may simply consist of a couple of pages whilst also converting on demand part or all of massive files sometimes numbering several thousand pages for the Mental Health Unit within the Victorian setting of the Royal Crichton facility.

He is very pleased with this total solution to the task “We have evolved to the ideal package for our needs which in turn mitigates our risk as well as taking our records system to the next level. The OPEX system is a serious piece of kit and I liked and appreciated it from the beginning. We like the flexibility that the units give us. To maximise throughput we can have prep before scanning but the single prep scanner gives us notable flexibility. The QC work as the documents are shown on screen as they are scanned is also one we use all the time.

“I am particularly impressed by the intelligent aspect whereby the software assesses, recognises and places pages as appropriate even to the extent of turning them around if necessary. We originally invested in four of the DS2200 units split between the two locations and as the mental health situation clears then we can simply switch ongoing emphasis to the main hospital and we have now bought a further two units to bolster the scanning resource available located within the maternity hospital. We aim to scan some 500 files a week and aside from scanning the multiple benefits embrace rapid and accurate transmission of records to internal and external locations without the time and travelling aspects of physical delivery. We are also now taking on a number of smaller teams’ legacy notes and the ease of setup of a different index for legacy scanning has proved to be particularly useful In taking on different areas.”

 And as Shaun Lee the EMEA Operations Director of OPEX says “OPEX introduced a revolution in scanning back in 2003 with our unique drop feed technology. It proved to be a more efficient way to capture images of real-world documents because it greatly reduces, and in many cases eliminate the doc-prep steps often accounting for 70% of the cost of the process” He adds “the DS 2200 extends this revolution into the world of ‘out of folder’ document capture especially the often complex nature of medical case notes. The DS 2200 saves significant energy and money across back-scanning of legacy NHS records and in the day forward notes capture process, within NHS trusts and service bureaux working on their behalf.” 

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