1. Docushare Implementation
Sault Area Hospital
Docushare Implementation
May 2013

2. Sault Area Hospital – Quick Info
Located in Sault Ste Marie, Ontario – “The Twin Soos”

3. Sault Area Hospital – Quick Info
300 Bed Acute Care Center
Total catchment population of approximately 115,000
1900 Employees, 400 Volunteers, and 125 Physicians
New Hospital facility opened March 2011

4. Sault Area Hospital – Tech Slide
Cisco based network infrastructure
Wireless deployed throughout the SAH campus
VMware based datacenter virtualization
Xerox Multi Function Device Fleet
Print/Scan/Fax/Copy
72 MFDs

6. Human Resources – Employee Files
Challenges:
Difficult to Locate Information: Non-Searchable PDF format stored in a windows file share.
Slow Scanning Process: Ongoing Scanning process using Multi Function Device perceived as slow by Human Resources team. Typical scan package is pages.

7. Human Resources – Employee Files
What did we do?
Introduced Docushare and Scan Flow Store
Docushare 6.6
Windows 2008 R2 – SQL 2008 R2
Scan Flow Store 6

8. Human Resources – Employee Files
What did we do?
Convert Existing PDF Files to Searchable-PDF
Bulk Converting while maintaining folder structure was a speed bump.
Lucion File Convert Pro

9. Challenges:

10. Human Resources – Employee Files
What did we do?
Imported Converted Employee File Structure into Docushare
Active, Retired, and Terminated
Introduced Subfolder Structure to address large collections
Active collection reduced from > 37

11. Human Resources – Employee Files
What did we do?
Created Scan Flow Store Custom Workflows
Active, Retired, and Terminated
Query against Active Directory
File placement based on metadata
Convert to Searchable PDF
Generic Convert and Scan to Docushare
Folder Import

12. HR Active Employee Scan

13. HR Active Employee Scan

14. HR Active Employee Scan

15. HR Active Employee Scan

16. HR Active Employee Scan

17. Senior Management Team
Challenges:
Labor Intensive and Costly: paper driven process including compiling documents, printing, and distribution.
Update Process: agenda and documentation updates required document re-prints and re-distribution.
Efficient Mobile Access to Documentation: accessing documentation for multiple committees was in-efficient and not easily accessible and did not support demands.

18. Board of Directors Challenges:
Labor Intensive and Costly: paper driven process including compiling documents, color printing, and courier services.
Update Process: agenda and documentation updates required document re-prints and re-distribution.
Quick Access to Historical Documentation: the paper based process lacked the ability to access historical documentation.

19. Board of Directors What did we do? Created Structure in Docushare
Standard Access Method for Board members
Active Directory
Recruited select Board Members to evaluate the Docushare process in parallel to existing process
2-3 Months
Provided Board Members with tablet devices and Educational sessions

22. Mobility Anywhere / Anytime / Any Device Mobile Device Access
same Web Address on and off campus
internet Accessible via Secure SSL (https)
no VPN Required
Active Directory Login
Mobile Device Access
iPad Deployment

23. Mobility – Supporting Services
Printing - Airprint
wireless printing from iPad
Lantronix X Print Server Appliance
web based management
auto printer configuration
must be on the same network/vlan and be bonjour friendly

25. Mobility – Supporting Services

26. Mobility – Supporting Services
Presentation - Airplay
wireless presentation streaming from iPad
Apple TV
must be on the same network/vlan and be bonjour friendly

30. Information Technology
Challenges:
Purchase Order receiving process lacked automation and communication resulting in equipment deployment delays.
Equipment orders not track-able.
Multiple system access required for basic order lookup.

31. Committee Usage

32. Information Technology
Scan Flow Store OCR Fields:
PO#
Department and Functional Center

33. Summary - Business Benefits
Human Resources
anywhere access to searchable Employee files
reduced scanning and processing time from hours to minutes.
document security

34. Summary - Business Benefits
Senior Management / Board of Directors
eliminated paper based costs and in-efficiencies.
no more courier costs.
mobile access to content anywhere anytime.
historical documentation available and easily accessible.

35. Summary - Business Benefits
Information Technology
changes to receiving process eliminated lost equipment
searchable access by purchase order number, functional center, department, or any keyword.
automated notification to the IT Service Desk ensures equipment deployment work orders are not delayed.

36. Future Areas of Opportunity
Administrative and Clinical Policies and Procedures
Pharmacy Orders Process
Human Resources Recruitment Process

37. Thank You!