CS-Archive
Archive management system
What is CS-Archive?
ChipSoft’s archive management system provides insight into the progress
status of your records at all times. You always have current information about
the record: whether it has been requested, loaned or passed on. In addition, the
location of a record can be traced at any moment. Thanks to the transparency of
the methods and tasks that are performed by the system automatically, CS-Archive
has without a doubt added value for central and decentralized medical archives.
The current trend in health care in the Netherlands is to digitalize
patients’ medical records. In practice, many other intermediary forms occur,
which means that a number of the records or parts of a patient’s record are
available digitally. ChipSoft has anticipated this trend through facilitating
the scanning and adding of patient data to digital patient records. The module
CS-MultiMedia was developed for this purpose. It is able to scan in X-rays,
photos and paper documents and make them available digitally. Examples of this
are X-ray referrals and dermatology photographs. CS-Archive and CS-MultiMedia
can be integrated to provide a total solution for both archiving the paper
records and the transition to a partly or fully digital record.
How does CS-Archive work?
The record needs to be available for each contact with the patient. A record
can be requested automatically, using an integrated interface with the
appointment system CS-Appointment. At the moment that an
appointment is made, a request for a record is sent automatically to the
archive. Picking lists can be printed out in the archive with which the
requested records can be retrieved from the archive. The moment a record is
loaned, it can be quickly and easily registered as a record on loan to a
specific department or specialism. If the record is passed on from the
outpatient department or ward, this is also registered in the system, so that it
is always clear where the record is. When the record is returned to the central
medical archive, an automatic notification is given if the record has been
reserved or if other items have subsequently arrived, so that the record can be
immediately placed aside.
Benefits
The greatest advantage is of course that it is always clear where the records
are located within the care institution and whether certain records have been
reserved. In addition, the complete history of a record can always be viewed.
The chance of mistakes, such as consulting the incorrect record due to an
illegible patient number, are limited to a minimum through the automatic request
of records by the outpatient and clinical departments. Any additions to a
patient’s record - while the record was loaned - can be registered separately
and placed on a list. For emergency requests, an email can be generated
automatically, which is sent to the archive, so that staff are immediately
alerted that an emergency request has been made. CS-Archive supports multiple
archive locations and different kinds of records can be employed, such as
separate decentralized outpatient records and psychiatric records.
Most important features
Priorities can be set in the system for each requester. This is employed to
determine the correct sequential order in the case of multiple requests for a
certain record being submitted. If a record has been loaned, a reservation can
be made if so desired, so that when the record is returned, this request is
displayed immediately. For the larger records, multiple cover numbers can be
created, which the system can deal with in a clever manner. An example of this
is that a record’s last cover number is always requested. Reminder letters can
be printed out automatically for the specialists and departments that have a
record longer than a period (to be set). To keep the archive ‘clean’, cleaning
lists can be created on the basis of various criteria to be set, so that the
records concerned are removed from the active archive and can be placed in a
storage archive. Of course, these records can still be requested in CS-Archive
and users can view in which storage archive these records have been placed.
Flyer page 1 (.pdf)
Flyer page 2 (.pdf) |
