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Electronic medical records
for complete round-the-clock access
to case files

Digital medical records with Doxis4

As well as the relevant medical expertise, a wide range of patient-based and case-based documents are required to provide patients with the best care possible. Medical professionals must be able to access letters from doctors, test results and information about any treatment already carried out. Although the vast majority of hospitals already use electronic patient records, hospital information systems (HIS) still lack access to all patient-related documentation. Patient records are either still paper-based or are not yet fully accessible in electronic form in the HIS.

This is due to the use of so-called unstructured data in the form of documents, images and videos that cannot be managed sufficiently or at all in the HIS. This means that hospitals end up using data in a number of different formats and media. While managing electronic patient records in the HIS, doctors also use paper copies of patient records which are made up of the results of imaging methods, lab reports and referral letters from doctors and specialists. Then there are additional outbound documents, like doctor's notes which require signatures. This entire process is calling out for a complete audit-proof patient record archive that can be seamlessly integrated into the hospital's information system.

Doxis4 medical records are a record-based standard solution that files all documents in an extensive, structured, multimedia repository in line with the relevant auditing standards. Healthcare professionals are able to access all medical documents from the HIS itself or from a Windows-based or web-based Doxis4 client.

Doxis4 medical records can be broken down into patient records which, in turn, can be broken down into individual records on every case from a patient's history. Case records plot the causes, history and progression of treatment in any number of structured folders (doctor's notes, test results, etc.) taken from a number of different systems and in a number of different formats.

Doctors benefit from having direct access to digital Doxis4 medical records during clinical procedures. They are able to use the HIS to open the case history needed for a particular case in just a few seconds. This means that doctors no longer have to carry out several different tests or examinations, which not only cost a lot of time and money but may also be traumatic for the patient.

Any documents provided by the patient (e.g. doctor's notes or test results) can be scanned in straight away and added to the electronic medical record. Patient data is extremely sensitive which is why you are able to transfer entire authorisation concepts from the HIS to make sure only people with the corresponding rights can access certain data. 

Find out more about Doxis4 medical records

What it has to offer

  • Audit-proof archiving
  • Multimedia patient archives (data, documents, images, videos)
  • Close integration in HIS, RIS, PACS and imaging processes
  • Transfer of authorisation structures from HIS or via LDAP
  • Standardised ECM platform that enables hospitals to create their own extensive information and document management systems
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Electronic records
Fact Sheet

Electronic records - Doxis4 Records & Relationship

Fact Sheet »

Doxis4 provides hospitals with access to all relevant unstructured data

Doxis4 provides hospitals with access to all their unstructured data

Features and strengths

  • Standardised integration with HIS, RIS, PACS & imaging methods

    For integration in HIS, RIS, PACS & imaging methods, Doxis4 uses international standards like HL7, DICOM, IHE, LDAP, SAP ArchiveLink, IHE XDS, etc. Thanks to these interface standards and existing integration platforms (HL7 communication server, Active Directory, etc.), Doxis4 can be integrated into any number of systems while remaining secure and efficient over the long term. Electronic case and patient records can be opened from Doxis4 medical records by requesting the third-party program from the system in question. SER has a clinical interface management system that contains a number of standardised interfaces. Using this technology as a basis, SER has already integrated a range of different hospital information systems (HIS) and also offers interfaces to HIS systems from all leading vendors.

  • Complete patient documentation

    Doxis4 medical records provide a complete overview of all patient document in a range of different media and stores them in an audit-proof manner. They provide healthcare workers with consistent access to doctor's notes, diagnoses, test results, lab reports, temperature charts, x-rays, OP videos, and many more, from a range of different systems.

  • Audit-proof archiving and documentation

    Doxis4 medical records are an electronic, audit-proof solution for storing all patient-related documentation. The retention management service enables you to define retention and deletion deadlines for records and documents. The Audit Trail function logs every time a person adds a new document or views, alters or deletes existing documents and records. By transferring authorisation structures from your HIS or an active directory (LDAP), you will be able to maintain a standard authorisation concept that protects sensitive data from unauthorised access.

  • Tenant capability

    Large hospital trusts or hospital operators that run a number of legally independent units will find Doxis4's tenant capability impossible to live without. It helps to ensure that each legally independent organization is only able to access its own patients' information. However, tenants can also be separated using the authorisation concept and by keeping data and systems separate (database and storage media).

  • Emergency access

    In an emergency, Doxis4 can also provide secure access to patient and case records, even if the doctor in question does not possess the relevant access rights or the authorisation system (HIS, Active Directory, etc.) is unavailable. All instances of access are carefully logged. The doctor is reminded that his use of the document in question will be logged and may be checked by the data protection officer at the hospital.

  • Security mechanisms and access protection

    In addition to the authorisation concept, secure data protection is also ensured by the application of personal user authorisations, authentication data and SSL encryption for client-server communication.

LBS

There are now already 43 million documents in the LBS Doxis4 system. 300 LBS employees work with electronic records, such as building loan records, loan records and legal records.

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EDEKA Nord

EDEKA Nord manages information including plans, acceptances, contracts, and ongoing invoices for its markets in electronic property records with the aim of providing documents in a quick, simple and paperless manner.

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Justizministerium Baden-Württemberg

Baden-Württemberg is reforming its land registry with the electronic land registry record (elGA) based on SER eGovernment Europe's PRODEA software.

Landschaftsverband Westfalen-Lippe

The LWL relies on integrated ECM from SER across all of its departments. It uses electronic records, archiving, auditing and the KTQ handbook.

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PVS Büdingen

The PVS Büdingen uses the archive, DMS, eRecords, workbaskets, workflow, Capture and SmartOffice Plus from the Doxis4 iECM Suite.

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Deutsche Bahn AG

At Deutsche Bahn, Bahn Content Management (BCM), which is based on Doxis4, implements customer-specific applications for several thousand users across the group.

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City of Göttingen

Göttingen City Council relies on eGovernment and has introduced records management with electronic records
and electronic complaint management from SER.

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BAUHAUS AG

In 2007, BAUHAUS AG introduced electronic legal records in the Legal department. Today, the office management system based on Doxis4 manages all communication that takes place in the Legal department.

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Stadtwerke Bielefeld

As the basis for uniform, structured document storage, constant access and the desired process improvements, an electronic construction records system (EBA) based on Doxis4 was introduced.

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eRecords – More than just paper folders

Electronic records speed up processes and facilitate cross-company collaboration. Find out how you can use electronic records in SER’s Doxis4 to improve your daily work.

 

Overview of Doxis4 patient records

Patient record management

  • Structured solution for managing patient documentation from a number of different sources and in a number of different formats with context in relation to the case and patient in question
  • Digital cover sheet that provides clear information and a compact overview of all key patient data
  • Adjustable authorisation system (folder-level, tab-level, document-level) with the option to transfer authorisation structures from HIS, AD, etc.
  • Multi-case view of patient records (doctor's notes, test results, etc.)
  • Secure emergency access to Doxis4 medical records, e.g. if the HIS is unavailable due to maintenance, a technical fault, etc.

Patient document management

  • Multimedia patient archive (data, documents, images, videos)
  • Audit-proof storage for documents and records, consideration of legal retention periods (PDF/PDF/A/TIFF etc.)
  • Option to transfer test results and images from sub-systems
  • Integrated DMS functions: record filing (manual or automatic batch filing), search, edit, version management, history, etc.
  • Logical allocation of documents to several different case records or treatment records without data redundancy
  • Viewer displays over 300 formats
  • Function for capturing paper documents using fully integrated scan software

Patient data management

  • Compilation of electronic patient records using a range of different information objects from various different sources (e.g. HIS, RIS, PACS, PDMS, MPA, imaging methods, etc.)
  • Guaranteed security thanks to authorisation, authentication and SSL encryption for client-server communication
  • Consistent security measures due to the transfer of authorisation concepts from HIS, AD, etc., supported by a separate authorisation system in Doxis4
  • International compatibility thanks to multilingual functions (Unicode compatible)
  • Precise logging function that records each time a patient record is accessed