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Efficient Electronic Document Management: Strategies for Workflow Enhancement

Explore strategies for optimizing EDM workflows and change management to improve organizational efficiency and reduce costs. Learn about methods, tools, and valuable insights from case studies to streamline processes.

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Efficient Electronic Document Management: Strategies for Workflow Enhancement

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  1. EDM Workflow and Change Management Wendy Clark, 13th March 2008

  2. Outline • The Portsmouth brief • Our approach • Methods and tools – overview • Learning points

  3. The Portsmouth brief • Review of processes involving health records • Identify how records are managed, accessed, referenced and amended • Provide input into the following activities: • The configuration of the EDM solution • The development of appropriate workflows and working practices for the deployed system • Identification of potential cost savings that could be realised through the rationalisation of clerical staff involved in the processing of paper-based records.

  4. The approach • Generic patient journeys: • Outpatients • Planned • Unplanned • Then variations by specialty

  5. Effort and delay of pulling, tidying, preparing and filing Where is it? – Tracking and searching… Records Process Patient Journey Urgent cases are seen without history Everyone wants it, only one person has it 2000+ forms in use! Current Records Process Interaction with the Patient Journey Patient History Updated History Pull File Updates

  6. The approach • Tribal model for workflow analysis • Walking the process • Using Visio to create swimlane diagrams and process documents • Creating ‘storyboards’ to engage with and involve users

  7. Top level “map” o/p i/p A+E emerg Speciality code pull prep file move Process models 1 2 3 4 1 2 Method and deliverables Current State DocSchedule Story-boards

  8. Top level “map” o/p i/p A+E emerg To-be process models Speciality code 1 pull prep file move 2 3 Process models 4 1 1 2 2 3 4 1 2 Method and deliverables Future State Impacts Current State Final Report • Exec. summary • Intro & Background • Context • EDM Architecture, P.A.C. • Current state • Future state vision • Future state processes • Impacts, variances and migration issues • Benefits realisation • Conclusions and recommendations • Appendices… Impacts, Issuesby dept. speciality, role. Metrics Benefits Dependency Network(Visio) Top20Docs&Archi-tecture Stakeholder Map DocSchedule To-Be Stories Story-boards Operational Guidelines (MS-Word)

  9. Top level “map” o/p i/p A+E emerg To-be process models Speciality code 1 pull prep file move 2 3 Process models 4 1 1 2 2 3 4 1 2 Method and deliverables Future State Impacts Current State Final Report • Exec. summary • Intro & Background • Context • EDM Architecture, P.A.C. • Current state • Future state vision • Future state processes • Impacts, variances and migration issues • Benefits realisation • Conclusions and recommendations • Appendices… Impacts, Issuesby dept. speciality, role. Metrics Benefits Dependency Network(Visio) Top20Docs&Archi-tecture Stakeholder Map DocSchedule To-Be Stories Story-boards Operational Guidelines (MS-Word)

  10. Top level “map” o/p i/p A+E emerg To-be process models Speciality code 1 pull prep file move 2 3 Process models 4 1 1 2 2 3 4 1 2 Method and deliverables Future State Impacts Current State Final Report • Exec. summary • Intro & Background • Context • EDM Architecture, P.A.C. • Current state • Future state vision • Future state processes • Impacts, variances and migration issues • Benefits realisation • Conclusions and recommendations • Appendices… Impacts, Issuesby dept. speciality, role. Metrics Benefits Dependency Network(Visio) Top20Docs&Archi-tecture Stakeholder Map DocSchedule To-Be Stories Story-boards Operational Guidelines (MS-Word)

  11. Features • Rapid start-up • Maximum staff engagement • Minimum impact on departments and staff • Live walkthrough environment captures “rich picture” • Time to book events in busy diaries • Maximum value from workshops from dynamic storyboards • “Best of both worlds” – detailed swimlanes and process documents, plus visual storyboards

  12. Swimlanes

  13. Storyboards

  14. Workshop approach • Describe EDM software • Present storyboards slides (current => future) • Q&A • Work with small groups around A1 posters + post-its • Update future state storyboards and log risks, issues, benefits, FAQs

  15. Some EDM issues and challenges • Stakeholder engagement is vital • Agreeing a standard EDM record structure • Workflows are complex and inconsistent • Variety of paper documents and ways of working • How and when to scan • Management of temporary notes, including tracking • Significant information governance issues

  16. Contact details – Wendy Clark • Email: Wendy.Clark@tribalgroup.co.uk • Mobile: 07786 510490 • Tribal Consulting, First Floor, 154 Great Charles Street, Queensway, Birmingham, B3 3HN

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