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TIME FOR LESS PAPERWORK and more patient care


Ricoh Intelligent Forms Solution for Hospitals

End the paper chase with Ricoh’s Intelligent Forms Solution for Hospitals: Intelligently map patient data on to forms. Auto-index complete forms in your document imaging or ECM/EDM system. Generate barcodes and labels for positive patient ID. Even capture images directly from medical devices—and then associate them to patient records.

The ultimate result: fast, secure and efficient information sharing across your acute care organization.

  • Mapping Out Digital
    Workflows for Healthcare
  • Challenges/Benefits

Ricoh Intelligent Forms Solution for Hospitals Infographic - Click to View Large Infographic

How much time and money are you spending on forms printing and data entry?
Our solution wrings out waste and inefficiency by centralizing and automating the creation, completion and management of your clinical and administrative forms.

Is paperwork causing delays in care delivery?
Locating, completing and filing paperwork takes time away from more important tasks—and often keeps patients and their families waiting to receive care. By replacing paper forms with e-forms, our solution helps dramatically accelerate the process of gathering and sharing information.

How are you protecting information integrity?
Errors are more likely to occur with paper forms and manual data entry. Our solution all but eliminates both—providing seamless linkages to your core health information system, as well as barcoding features that help ensure that all forms are associated to the correct patient.

Our portfolio includes

At the core of Ricoh’s Intelligent Forms Solution for Hospitals is the industry-leading Access® Intelligent Forms Suite (IFS). This e-forms solution intelligently maps patient data on to forms. It auto-indexes complete forms in the hospital’s document imaging or ECM/EDM system. And it even generates barcodes and labels for positive patient ID. Additionally, Access IFS can capture images directly from medical devices—and then associate them to patient records. The ultimate result: fast, secure and efficient information sharing across an acute care organization.

Core Components of Access IFS
  • • EFR Module (e-Forms Repository) generates e-forms on demand pre-populated with patient data from the health information system; create barcoded wristbands plus labels for medication, specimens and IV bags; sends completed e-forms directly into the ECM/EDM system without paper or indexing.
  • • Image Portal Module sends completed e-forms to document imaging or ECM/EDM system for auto-indexing with business system records.
  • • Form Design Tool enables the hospital to easily convert existing forms, update versions and create new forms.
  • • Label & Wristband Module lets a hospital improve positive patient ID by printing barcoded forms, labels and wristbands at point of admission.

Optional Products
  • • Universal Document Portal captures print feeds and image data, such as EKG strip, and indexes them directly into the document management system.
  • • e-Signature Server Software captures patient biometrics and signature in an encrypting PDF document.
  • • e-Signature LCD Pad & e-Clipboard provide hardware for collecting signatures.
  • • e-Signature Tablet PC enables bedside consent to a form.
  • • e-Convert converts searchable PDF or Microsoft Word files into forms for use in the Form Design Tool.
  • • Fax Portal and Email Portal bridge the IFS system to the hospital’s fax server and email solution, respectively.
  • • EFR MD Module prints physician-specific forms prior to forms selection in the EFR Module.
  • • Thermal Print Module or System prints labels on thermal label printers.
  • • Check Print Module or System prints checks on blank-check safety paper.
Challenges Addressed
  • Financial, environmental and productivity costs
  • Process delays that can affect revenue cycle and patient satisfaction
  • Risks to document integrity, which can introduce regulatory compliance issues
  • Difficulty getting data into health information systems
  • Limited data availability and mobility
Benefits Attained

    Share Information in Real Time
  • Keep everyone on the same page - with the right information at the right time.
  • Populate key data automatically. Patients and staff can quickly complete multiple forms - whether at the registration desk or clinical exam room - with little more than an electronic signature.
  • Automatically add forms to the patient's electronic health record - enabling instant viewing by authorized users in any department.
  • Distribute forms to email accounts or cloud-based repositories or to network printers for economical printing on demand.
    Modify Forms at Any Time
  • Eliminate the waste that occurs when paper-based forms become obsolete.
  • Make edits on demand—and customize complete individual form packets in just a few moments.
  • Ensure that industry-compliant forms are always at your personnel’s fingertips for faster processing and decision making.
  • Eliminate large, out-of-control forms collections—which can compound the risk of misplaced information, identification errors and compromised patient care.
    Protect Document Integrity
  • Use intelligent forms barcoding to seamlessly integrate critical information with core health information systems—and maintain more accurate patient records.
  • Automate indexing to ensure that each patient’s information is secured in the proper form.

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