Until recently, the Slingeland Hospital in Doetinchem was still working partly with paper files, but the ENT clinic is now completely paperless. From the moment they switched to working paperless with the Archive-IT concept, the users have been enthusiastic.

Preparatory phase

The Slingeland Hospital uses the hospital information system of Chipsoft, called Ezis. Within this information system, EPDs are entered. Introducing an EPD in the organisation is not an isolated process. It is necessary to consider what to do with the existing paper files and with paper documents that enter the organisation after the introduction of the EPD. Scanning files was a possible option for this. “After the presentation of the employees of Archive-IT, it was decided to work with Archive-IT,” says Mrs. Beernink, project leader of this project. “Because the ENT doctors wanted to have their paper files scanned as part of the transition to an EPD, it was decided to start a pilot project at the ENT clinic.

Enthusiastic

All 35,000 E.N.T. files were digitized. Some of these files were in the poliomyelitis, some in a closed filing cabinet in the hallway and some in the cellar archives. “After we were live, the doctors and secretaries of the E.N.T. department were satisfied with the quality and speed of Archive-IT’s software and services,” says Frank Helmer, project manager for this project. “The secretaries told us that there is more peace and quiet in the department and that they no longer have to look for files in different archives.” New paper information is immediately scanned decentrally by the secretaries with multifunctionals. The Archive-IT plugin works on this, so that all documents are inserted neatly and in the right place in the digitised file.

Advantages

“The file is exactly as it was. It is a one-to-one copy”, says Mrs Beernink. “At the moment it is divided into two tabs, but there is now even the possibility to work with five tabs”, says the secretary of KNO doctor Van de Ven. Mrs. Beernink: “The doctors and secretaries like working digitally. More rest at the outpatient clinic, the file is always available. That wasn’t the case before, so secretaries would spend a lot of time looking up medical files. They are the first specialism in this hospital that works completely digitally.” Mr Van de Ven explains that it not only brings internal benefits, but also external benefits. “For example, if a GP calls, I can look into the file right away, so I don’t have to wait for the file to arrive at my desk. And the hearing tests, for example, are printed out on paper and immediately scanned. We give the paper version to the patient, who can show it in the hearing aid shop.”

Next project

“As soon as the next outpatient clinic starts introducing an EPD, the care administrators will probably be asked to lead this project in order to make optimal use of the experience gained. A roadmap for this is already ready. KNO is a clear specialism, with a limited number of doctors and secretaries, which makes it an easy first project to carry out”.

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