Just what the doctor ordered
Just what the doctor ordered
May/June Edition, 2008: As a part of a move towards paperless operation and centralised formation, the Royal New Zealand College of General Practitioners (RNZCGP) has implemented an Enterprise Content Management solution from Objective.
The body that represents over 4600 New Zealand’s GPs plays a major role in postgraduate education and professional development across the Tasman.
However it was hamstrung by a reliance on hard copy records and managing a large volume of incoming physical mail items.
It has now moving towards a time when all communications and records management will be handled electronically.
For the first stage, it has implemented an integrated scanning solution to scan and manage all inward mail, and the RNZCGP now uses Objective for workflow and case management to control the 4000 strong membership database and associated relationship management.
The implementation was completed in under six months with Objective’s customised End User Training Kit used to help train RNZCGP staff. Eventually the College wants to provide the ability for members to be able to submit all correspondence electronically.
At present membership applications must be entered manually into the membership database which is a bespoke system. If a member is added to the Membership database this is now automatically loaded into Objective with the appropriate folders, files, and electronic objects set up.
The RNZCGP use a Quantum Financial system and standard Microsoft Office applications. The RNZCGP was using the First-Class mail client but has now made the shift to Microsoft Outlook.
Paper had traditionally been the official record of the College, hard copy records include student files, examination papers and membership application forms. These were stored in a variety of locations internally and externally in an archiving facility off-site.
The need to manage paper records alongside approximately 130,000 electronic documents in a single accessible?location, is business critical as is encouraging information sharing within the College.
RNZCGP is a small organisation and didn’t have the availability to provide one dedicated resource to the project, which meant one person had to undertake multiple roles during implementation.
The ultimate aim of the project is to move to a full paperless office and one central location for all content.
The RNZCGP is now underway with integration with the Quantum Financial system and the College’s Web site.
After working closely with the RNZCGP to create a detailed file plan?that reflected the College’s core business needs, the Objective system was implemented in under six months and is now used for document, record, correspondence and committee management.