Well-Known Hospital Turns To FabSoft Reform PDC For Faxing Solution Assistance

Well-Known Hospital Turns To FabSoft Reform   PDC For Faxing Solution Assistance

The Challenges

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 Solutions

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.

  The Benefits

• 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.

CONTACT SEAMLESS at sales@seamlesssolutions.com for more information

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