Well-Known Hospital Turns To FabSoft Reform PDC For Faxing Solution Assistance
Baptist Health Systems, a highly renowned hospital located in the Southeast faxes tremendous amounts of documents on a daily basis. Whether used by physicians, nurses or administrative personnel, this hospital faxed information using standalone fax machines which had become problematic.
Manually faxing high volumes of documents can be tedious, time consuming and inefficient. Employees had to wait for transmissions to complete successfully, which takes time away from other more important tasks. Employees were also unable to tell whether faxes were delivered successfully given that status notifications were not available. In a critical environment such as this one, document management must be reliable, secure and efficient. Baptist Health Systems turned to FabSoft and OpenText to solve their faxing issues.
The initial step the hospital took in order to improve their fax processes was to eliminate their standalone fax machines. These fax machines were ill-suited to handle the faxing needs of such a large facility. They were replaced with 92 copy machines (MFPs). These MFPs were chosen because they integrate seamlessly to both the Reform PDC Business Platform and OpenText RightFax solutions.
FabSoft’s Modular Object Scanning Technology (MOST) solution was selected because it allows users to specify document distribution directly from the MFP screen, allowing paperwork to be routed with convenience and ease. In order to ensure the efficient management of such a high volume of faxes, FabSoft’s MOST was combined with OpenText’s RightFax, the proven market leader in reliable fax software and solutions. This pairing immediately transformed the hospital’s fleet of MFPs into a powerful and robust enterprise fax system. In order to utilize this solution, the users would walk up to the MFP and log into FabSoft’s MOST at the display screen. They are then presented with a tab for configuring distribution to the OpenText RightFax solution. Now, they are able to search and select contacts stored in the RightFax solution or enter the fax number manually. Cover pages, subjects and any additional notes can also be specified from this screen. Once the user has completed entering the information, and the document has been scanned, a preview of the scanned job will appear on the screen. Being able to preview the document ensures the user that pages are not missing or misaligned and the scan quality is acceptable. If necessary, pages of the document can be moved, rotated, added or deleted. When the user wants to view the status of a fax; they simply navigate to the status tab on the MFP screen where they are able to view the current status of all the jobs that have been scanned.
Another function available at the MFP is the ability to add new contacts to the OpenText RightFax address book. The contact’s information can be entered, assigned to a specific group or automatically added to the RightFax address book.
Additionally, FabSoft’s Modular Object Scanning Technology (MOST) solution has a WYSIWYG designer tool that allows for drag and drop customization of the MFP screen. By taking advantage of this tool, screens can be customized according to specific document activities and department workflows. Within this hospital, available fax options differ according to the location of the MFP. For example, the MFP located in the patient registration area has a completely different look and feel that the MFP in the nursing stations.
The FabSoft and OpenText implementations furnished the hospital with all the features necessary to improve workplace efficiency, employee reliability and document security. With all the enhancements that have been made, Baptist Health Systems has been able to process documents with confidence and speed so focus can be placed on what’s most important, patient care.
• MFPs have been transformed into a robust enterprise fax system with “walk up” convenience, employees can scan and fax documents in a matter of seconds.
• With the OpenText RightFax solution, faxes are sent at a much faster rate than from standalone fax machines, time is no longer wasted waiting for transmissions to complete.
• Fax statuses are viewable directly from the MFP screen allowing users to confirm the delivery of important faxes within minutes.
• Scanned documents can be previewed prior to being faxed in order to verify quality and accuracy.
• Stored contacts are searchable and selectable in OpenText RightFax address books. Contacts can also be added directly from the MFP screen.
• Changes and updates can be made automatically to all machines from one central location without having to walk up to each individual MFP.
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