Dox RDS – Paper Forms with Digital Filing

Overview

Dox RDS provides an electronic medical record where the forms that record the data of the record can be either

  • paper based – automatically generated, printed and scanned into the searchable electronic medical record.  This is Dox RDS, or
  • fully electronic – PC screen with a mouse or tablet PC using touch, using intelligent forms that you design.  This is Dox eRDS, or
  • both paper and fully electronic forms in the one medical records system.  This provides the appropriate format based on user or task; you can mix it up as you would like.
Dox RDS Automated Workflow
Dox RDS Automated Workflow

RDS offers many unique and powerful facilities for hospitals, day hospitals, and medical practices.

  • Forms may, concurrently, be either paper based or fully electronic
  • Patient records can be consolidated from multiple facilities with the one patient carrying the file or UR numbers of multiple Patient Administration Systems as well as a globally unique national healthcare identifier
  • The medical record is viewed or printed from a Clinical Desktop that provides personalised views with great flexibility in grouping, ordering, and filtering of content.
  • Data security is assured with encryption and facilitated with Secure Sign-on facilities.
  • Medical Record integrity is provided by automatic systems that alert management of forms that may have gone missing in the workflow.
  • Dox RDS is very efficient and cost effective – reception print the medical record for an admission with a mouseclick or keystroke within the hospital’s PAS or billing system.  Dox RDS then applies the hospital’s rules to automatically generate and print the right forms, documents and labels for that episode.  Barcodes automate scanning; for example 100 forms and documents form multiple patients and multiple admissions can be automatically scanned into the medical record in two minutes with one mouse click.
  • The medical record is typically patient or admission oriented but remains searchable.  An example may be to view or re-print all Anaesthetic Records for patients over 60 years of age, admitted in a date range, where it was general anaesthesia administered by a specified anaesthetist and the procedure was of a certain type conducted by a nominated surgeon.
  • It is your medical record using your forms.  Dox RDS prints forms that have Microsoft Word documents as their base.  It merges patient and admission data onto the forms which you can make and maintain yourself.
  • Dox RDS also automatically generates appropriate pre-admission correspondence for patients that make the hospital’s instructions clear.  Example wording could be On Friday the 25th you are attending our hospital at 9:00am for a Colonoscopy.  Please ensure that you start your restricted diet on Wednesday 23rd.  Patient discharge advice documents can be similarly specific regarding care instructions.  Any such document can be reprinted years later exactly as it was originally issued to the patient should there be a medicao-legal requirement for that.

 Dox eRDS – Fully Electronic Medical Records

emr 960_400Paper remains the medium of choice for many parts of the medical record.  Dox RDS means that the hospital no longer stores paper charts so a hospital can use paper where it is best suited to be used without penalty.  However there are areas where an electronic form that the hospital can design and implement itself  is appropriate, particularly if the hospital can mix and match paper and fully electronic forms in the system; choosing the medium to suit the application or the user.

Areas where paper is most often regarded as the medium of choice are

  • Forms completed by pattients.  Elderly patients often are more comfortable with paper.  Capturing a patient’s signature on a form is the 100% way to do ensure there are no medicao-legal issues regarding the patient being fully informed or having disclosed all necessary personal health data and history.
  • Forms completed by Surgeons and Anaesthetists.  These professionals often prefer to not use electronic systems which, being unfamiliar, require extra effort.  As they are visitors to your hospital there is not the same opportunity to train them in the use of electronic systems such as you would do for your own nursing staff.

There are other areas however where fully electronic forms are very appropriate, including

  • Forms completed by nursing staff.  Training and familiarity overcome the msot common barriers to the succesful use of electronic forms.
  • Forms benefiting from built-in intelligence.  Pre-procedure, discharge, and post-procedure follow-up forms are examples of where the questions appearing on the form can be governed by the answers to earlier questions; the result is greater efficiency, amazing automation and quality assurance, and user satisfaction.

Dox eRDS is an extension to paper based Dox RDS which, for electronic record systems, is implemented in a unique and powerful way – both paper and fully electronic forms can co-exist in the one system.  Your hospital may elect to use eRDS for just a certain few forms and use RDS for all others – doctors and patients get what they want or should have while your nurses use what they want.  This coexistence can even extend to a truely hybrid system where for example patients and all surgeons except for a few specified exceptions, and all anaesthetists, use paper while those specified exceptions use electronic versions of the same forms.

Dox eRDS provides

  • All of the capabilities and functionality of Dox RDS
  • Fully electronic forms that
    • Can be equivalents to paper based forms and automatically issued globally, or on a user by user basis
    • Can be developed and maintained by trained hospital staff, or by us, to the hospital’s requirements.  Either way the hospital is not locked into a software company’s idea of what forms should make up the medical record nor what the content of those forms should be.  The foundation technology is Microsoft’s InfoPath.
  • A contemporary technical environment that runs on either a Windows desktop PC, a Windows 8 Tablet PC or an Apple iPad.

The key technologies that make Dox unique and powerful are protected by Australian and New Zealand patents.

Further information is available here.