The 6PM Solutions document outlines an advanced electronic document and integrated record management solution designed for healthcare, addressing common limitations of current document management systems. It highlights features such as enhanced security, seamless integration with clinical applications, and efficient management of paper and electronic records. The system aims to improve patient care, increase clinical performance, and reduce operational costs, while also facilitating compliance with legal and auditing standards.

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EDRMS for Healthcare
• EMC Documentum 6.5
- the world leading EDM software product
• Kofax Ascent - the world leading image capture
software product
• FileTrail for integrated paper management.
Clinicians have identified a number of limitations of most
document management products currently available:
• A security model with only basic access controls. Currently,
elaborate workarounds must be put in place to handle sensitive
documents, such as those relating to child protection
• Lack of integrated support for scanning, leading to laborious
and inefficient processes for uploading clinical documents.
• Lack of document search facilities and poor document
categorisation
• Lack of audit trail facilities to establish who is accessing
what, where and when
• Lack of a single view of CRS, Paper Records and EDM
information.
Designed by Clinicians, for Clinicians, 6PM have
configured an Electronic Document Management
and Integrated Record Management (EDM/
IRM) solution for Healthcare focusing on CRS
application integration. The solution is based on
COTS methodology using market leading products:

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Clinical Focussed EDM
Full Clinical View of Patient Record
6PM’s solution provides the
Clinician with a Patient Centric
view of the patient record
whether documents are held
electronically or in paper
archives, negating the need for
expensive Bulk back scanning of
medical records.
Designed by Clinicians, for Clinicians the 6PM solution was created to ensure that:
• Integration with other clinical applications is catered for
• The quality of patient care is improved by having the right
information at the right time, in a patient centric format
• Clinical performance increases including improved ‘release
time to care’
• Clinical security is catered for without expensive
workarounds and includes integration with the SPINE
security.
6PM EDM/IRM Features
• Clinical Safe Scan and Validation Process
• Complete Business Process Life Cycle (BS10008) Paper
through to Digital conversion
• Integration with CRS Applications
• Clinical Safe EDM Viewer design
• Paper Archive Integrated Record Management (FileTrail)
• An Enterprise-Wide Solution covering both Clinical and Non-
Clinical Applications (i.e.: HR, Finance, and Admin)
• PD0008 compliance for legal admissibility
• EDM Security - Fully integrated with the Spine
authentication, SSO and role based access security model
including the Smart Card system
• EDM Administration – IT Admin tool to manage:
• Roles
• Users
• Audits & Reporting
• Legacy Clinical Interface Capabilities - The solution caters
for the ability to provide interfaces for existing clinical
applications.

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6PM EDM/IRM Functionality
Benefits of our Clinical Focussed EDM
• Viewing, Searching and Retrieval: Against a Patient
Record within CRS
• Patient Viewer: List of documents held within the EDM
solution associated with this Patient
• Specific Folder Functionality:
- Alert Folders: Allergies, Living Wills,
Child at Risk, Abusive History etc.
- Sealed envelopes
- Instrument Folder Linking Instruments to a Patient Visit
- Flag documents for attention/correction
- Advanced Directive
- Full Annotation Functions
- Version Control
- Virtual Folders - Provides each user with a personalized
folder of documents (drag and drop)
- Full Record Retention and Management
- Audit Trail and Reporting - Full PD0008
compliance through audit trails logging each user activity.
• Addresses Polysystems initiatives
• Improves access to all records (current and archive)
• Improves multi-cross site access to records particularly out
of hours
• Provides access control and records all interactions with
records
• Maintains integrity and physical security of all records
• Increases efficiency of medical records management
• Modernised archive stores
• Achieves single records for all patients in Trust
• Coordination of multiple libraries of records
• Ensures that records are managed according to “For the
Record” (storage and destruction)
• Single solution for Trust
• COTS minimise risks associated with implementation and
use
• Appropriate physical environment for records and records
management
• Ensures coding requirements are met for Payment by
Results.

4. Integrated Record Management (IRM)
Addressing the Paper Record Mountain
The solution includes an optional Integrated Record Management (IRM) facility for Paper Archive Record
and Retention Management called FileTrail. FileTrail manages the full life cycle process of Paper to Digital
transformation. FileTrail sits between the EDM vault and paper archives to link the two worlds together.
The solution utilises Bar Code technology. Barcodes are applied to each Main Medical Record and Patient
Specialty Records. These can then be used to locate each record and track the full life cycle of the paper
record.
FileTrail provides:
• A baseline inventory of paper-based files that has been
audited against the Care Record Service.
• A rigorous file tracking and movement control over the paper
file inventory, wherever the file is physically held (on or off
site)
• A fully compatible Paper to Digital Conversion process
management tool compatible with in-house and outsourced
scanning services supporting BS10008
• A “Scan on Demand” management process eliminating
costly up front “Bulk Scanning” Scan only what you need,
when you need it
• An automated retention management capability over paper
files; historic expired records can be culled up front saving
storage/scanning cost
• A seamless electronic link between the Trust’s Care Records
Service (CRS) EDM and FileTrail’s file tracking and movement
control systems
• An optional RFID tag reader technology for real-time
tracking of physical Records and Hospital Assets.
Benefits of IRM:
FileTrail is fully integrated with both the EDM and the clinical
application providing the ability to:
• View the list of Paper Health Records associated to a Patient
• Locate the Paper Record (on-site or held at 3rd party
storage)
• Request various retrieval processes (Scan on Demand based
on priorities and agreed SLAs)
• Take automated feeds from CRS for pre-scheduled in and
out patient appointments
• Immediately apply Retention Policies to in-house and third
party stored paper records
• Manage both Paper (on and offsite) and Electronic Patient
information from a single clinical perspective
• Rationalise and manage current library management and
space issues, and growing offsite storage costs
• Allow critical documents to be associated to the electronic
patient record in a safe, secure and efficient way.
Scan Validation Management (Day Forward
Scanning)
The 6PM Solution design efforts focused heavily on the safe
scan and validate process of medical records from a “Day
Forward” perspective at the Trust or by the Trust’s 3rd party
scanning outsource supplier. The User can scan in Batches of
multiple document types and Patient records or capture single
Patient Documents against a CRS record.
Benefits of 6PM Scan Validation Process:
• Clinical safe validation process for all scanned images
• An easy to use intuitive four step process
• Separate scan/validation functions allowing split work capability
• Integration with CRS for complete tracking of “New Encounters”
assuring all paper records generated are collected and scanned
• Report scan summary and audit trail of all scanning activities.

5. End to End EDM/IRM Solution
The 6PM EDM/IRM Solution Delivers:
• An enterprise EDM with the World’s largest supplier of the
technology, EMC Documentum
• The developed infrastructure that will support service
transformation initiatives
• Improved access to services by allowing care to be delivered
from multiple locations, including the patient’s home
• Increased the productivity of your clinicians by providing the
information they need in seconds
• Unique Integrated paper/electronic Patient records without
an expensive back-scan
• Service transformation initiatives through the provision of a
secure online Medical Record
• Significantly reduced cost of managing the Medical Record.
PLEASE CONTACT US TO DISCUSS YOUR REQUIREMENTS
e: info@6pmsolutions.com visit: www.6pmsolutions.com
Malta: +356 2258 4500
UK: +44 (0)207 164 2123
@6pmSolutions 6pmSolutions 6PM Solutions