The Challenge

An upcoming JCAHO review in 2002 brought Stevens’ current

information management processes under intense scrutiny. Stevens’

IT department knew that the organization’s management of paper

documents and digital information had to be upgraded in order to

manage all the information and procedural documents required to

prepare for the review. The IT group estimated that up to 70% of its

information had been tracked by its staff in Lotus Notes, with the

remaining 30% captured in handwritten notes and paper documents

filed manually. Stevens needed a more functionally robust applica

tion to help clean up their existing files, integrate their paper and

digital information, and establish a new, userfriendly document

procedure that could be implemented across the organization to

maintain the solution going forward. The solution had to be fast to

implement, enable scanning directly into secure storage, provide

indexing and searching functionality to facilitate coordination of

paper with digital content, enable version control, and require little

or no training for the average staff member to use.

Why DocuShare?

Stevens ultimately chose Xerox DocuShare to refurbish its

information and document handling processes because, when

integrated with Xerox multifunction devices, it met their primary

criteria of direct scanning into files and folders with easy indexing,

and it was simple for nontechnical users to learn and integrate into

their daily activities. But Stevens found DocuShare provided a

number of additional benefits that made it exceptionally suited to

the organization’s needs. DocuShare’s “drag and drop” capabilities

through its Microsoft Windows Client interface provided the

organization with an easy way to rapidly clean up and organize its

existing electronic files, and integrate scanned paper files into a

series of easily searched repositories. By integrating DocuShare

with Xerox Flowport, Stevens now had an easy way to route

scanned documents to support workflow collaboration and

processes. Finally, DocuShare’s intuitive version control provided a

simple method to track and maintain control over numerous drafts

of policy and procedural communications, something Stevens had

previously struggled with.

Stevens Healthcare is both a hospital and a network

of healthcare providers serving the community of

Edmonds, Washington. And like all healthcare

organizations, Stevens’ operational procedures are

monitored and regulated by various industry and

government bodies, including JCAHO (Joint

Commission on Accreditation of Healthcare

Organizations) and HIPAA (Healthcare Information

Privacy and Accountability Act). Stevens had been

relying on a haphazard mix of paper files and

information captured in Lotus Notes to keep track of

the voluminous amounts of procedural and policy

information it generated each year. However,

the online Notes system did not allow easy access

to information: it sometimes took weeks for new

procedural and policy announcements to be

disseminated to all points of the organization,

potentially slowing the delivery of care and making

compliance with regulatory requirements difficult.

XEROX

DocuShare

Stevens Healthcare

DocuShare helps manage JCAHO and HIPAA at

“DocuShare is the only solution I’ve purchased

here that’

s worked as sold. Nothing missing.

Nothing to fix. It worked exactly like the demo.”

—Kent Hargrave

, Information Systems

Stevens Healthcare

Case Study

Healthcare

The Results

Stevens’ implementation of their new DocuShare document

management and control initiative enabled them to achieve

substantial benefits while preparing for compliance with their

latest HIPAA review. They estimated saving 80% of the time

previously required to manage these policies and procedures alone,

enabling administrators to focus on more productive tasks. And the

organization also increased the speed at which policy and

procedural updates were distributed, having a real impact on the

efficiency and quality of its patient care. For example, new JCAHO

and HIPAA policies and procedures are now immediately available

in DocuShare for instant access through a browser by pharmacists

who distribute drugs, and for secure access by floor nurses involved

in handson patient care.

Stevens also found that DocuShare provides superior support for

workflow processes, replacing unwieldy hard copy documents with

digital files and electronic records that enable easy collaboration

and version control. And because DocuShare was so easy to use,

training time to get even nontechnical users up and running was

minimal. Stevens estimates it takes 15 minutes to train before a

user is able to intuitively grasp the user interface and get to work,

allowing the organization to conduct most training over the phone.

DocuShare’

s ease of use soon moved beyond the management of

regulatory compliance to other workgroups within the hospital.

Stevens’ Human Resources department now uses DocuShare to

scan and store all incoming resumes, enabling them to easily route

applicable candidates to the right contact. The organization has also

adopted DocuShare to track all its management and labor reports,

including meeting minutes, and all its finance department

documents, including vendor contracts, purchase agreements,

and provisioning plans.

The Future

Stevens expects to increase their number of seats as their need

continues to grow beyond the departmental administrators that are

currently using DocuShare everyday. A large number of Stevens’

healthcare providers now view documents via Guest

ccess,

enabling them to have access to patient records, policies,

procedures, and other information directly through a Web browser

Use of Guest Access is also expected to increase as Stevens

expands its HIPAA compliance methodologies beyond IT and

administration to all its departments and staff, including physicians,

who will use DocuShare directly on the floor to access and append

patient records on the fly. Stevens expects to have its organization

wide deployment of DocuShare complete in the next 18months—

just in time to undergo its next round of JCAHO reviews. Overall

they expect to see another 50 to 70% increase in time saved over

their previous certification process, translating to roughly 1,000

staff hours saved.

About DocuShare

DocuShare

, a highly intuitive and secure, Webbased

document management application, enables clients in document

intensive environments to dynamically capture, manage, and share

information. Easy to use, deploy, and administer, DocuShare is the

only crossplatform, document management solution to significantly

reduce IT requirements resulting in lower TCO (total cost of

ownership) and fast ROI (return on investment).

For more information on DocuShare, contact

a Sales Representative at 18004282995, or

visit us online at http://docushare.xerox.com.

Customer Requirement

Easy scanning of paper documents into secure,

online folders

Ease of use for nontechnical staff with varying

skill levels

Easy distribution and routing of documents for

approvals, collaboration, and archiving

Manage frequently updated versions of HIPAA

and JCAHO policies

Import hundreds of existing digital guideline

documents and files

Security to protect confidential records

and files

DocuShare Feature

Direct scanning to DocuShare via Xerox FlowPort enables a document to be scanned once and placed directly in

searchable format in the appropriate folder hierarchy, ready to

indexed and searched.

DocuShare provides benchmark ease of use, with an intuitive user interface that requires minimal training

The average user can be up and running in minutes, while administrative functions can be learned in a matter of hours

DocuShare integrates with Xerox Flowport to enable routing and distribution of documents

DocuShare version controls helps maintain versions through multiple workflow and collaborative processes

DocuShare integrates with Microsoft Client to enable easy drag and drop functionality from directory file structure or

CD, retaining metadata

DocuShare supports Secure Socket Layer encryption and user permission controls to protect valuable content

Company, the digital X, Document Centre and DocuShare are registered

trademarks of Xerox Corporation. All other trademarks are the property of their

respective companies and are recognized as such.

XEROX

DocuShare

Case Study

Healthcare

The Solution

Steven’s HR department discovered they could scan and route large numbers of

resumes—greatly accelerating their ability to review potential candidates.