CASE STUDY

Florida DOH Infectious Disease Records

Florida Depart of Health (DOH) infectious disease records go digital to increase privacy, accuracy and efficiency.

Florida’s DOH infectious disease records go digital, increasing privacy, accuracy and efficiency

Industry: Public Works

Location: Florida

Docufree Services
Digital Transformation
Document Scanning

Docufree delivers efficiencies and compliance for infectious disease records management

Infectious disease surveillance agencies monitor and report dynamic health statistics, so immediate access to data and the ability to redact private information is essential for both patient privacy and public safety. The HIV/AIDS and Hepatitis Section-Surveillance at the Florida Department of Health’s Bureau of Communicable Diseases had an older system in place, but it lacked functionality to manage documents and relied upon time-consuming manual data entry.

Eliminating paper and manual data entry resulted in cost savings and allowed for reallocation of resources.

The Section not only had a backlog of electronic document images that needed to be migrated to the new platform, but they were also seeking to streamline the process of digitizing and organizing incoming records. Docufree designed and implemented a digital capture process that automatically organizes incoming digital health records as they are loaded into a document management solution developed in-house and powered by Amazon Web Services (AWS). Implementation of the new solution included end-user training of local offices in the State of Florida.

Docufree makes file retrieval faster and file storage more secure, ensuring protection of patient privacy.

Managing private health data requires high security and compliance with privacy laws such as HIPAA, PPACA, and more. Docufree is an AWS Partner Network (APN) Advanced Technology Partner and runs the solution in the AWS cloud, providing DOH with total control over their dedicated virtual resources for maximum security and maximum flexibility.

The value delivered for HIV/AIDS and Hepatitis Section-Surveillance? Incoming health records are handled much more efficiently and with greater accuracy. Docufree has made file retrieval faster and file storage more secure, ensuring protection of patient privacy. Eliminating paper and manual data entry resulted in cost savings and reallocation of resources.

Project Summary

Challenges:

Paper medical records were backlogged
Manual data entry was time-consuming
Records were difficult to organize and manage

Solution:

Digitize 10 years of historical medical records
Implement automated digital capture for incoming records
Implement solutions to organize and manage digital content

Results:

Increased accuracy, privacy and efficiency
Saved money and freed up resources
Compliant with state and federal regulations for privacy