MedDocs: Electronic Healthcare Records System
MedDocs™ (MD), is a feature rich Electronic Healthcare Records
Management System designed by Integrated Digital Systems/ScanAmerica,
Inc. with over 15 years of Records and Document Management experience
and over 4 years experience in medical and patient related file
conversion services and HIPAA application. MD is primarily designed to
provide Physicians a way to better or more cost effectively manage
patient files, forms and other related medical records and meet HIPAA
requirements. The MD family is comprised of MedDocs™, Edge Web Link, and
healthedocs.com. All of these are discussed in this document. The most
unique features of MD which also sets it apart from other Electronic
Healthcare Record Management applications are:
- HIPAA compliancy
- Medical Forms administration and use
- Microsoft Office COM Objects
- Wireless Tablet PC Ready with XP for Tablet Journal feature
- Barcode Label Printing
- Log and Email Feature
- 15 minute no use sign-off
- Batch Scanning and Barcode Data Capture
- User defined File and Document Index Values
- Archive Offline Feature
- MS Access Database upgrades to MS SQL 2000 or better with SQL
Wizard
These very features will revolutionize the future of healthcare
record applications and their use. Other standard MD features include:
- New active Search and Select GUI
- Secure Administration Module
- New File and Document Selection feature
- Rules and Roles Workflow (Practice Process) interface upgrade
- Email and attachment file storage capability
- Image Thumbnails (TIF images only)
- Email File Routing
- Bates Numbering feature (Unique#, date and time)
- Secure Internet Access via Web Browser
- Batch Processing
- Health E-Docs™ Secure Hosting Services Interface (HIPAA DRP
Req.)
- Enhanced Export to Media feature with MedDocs Viewer
- New Auto Archive and Retrieve feature
- Secure login
- Microsoft Office 2003 compliant
- Database wizard
- Windows Authentication Login using Active Directory
- Microsoft SQL Server Create Tables Utility
- Administration Module with features to create users, groups, set
group permissions, use of Active Directory, implements Access
Logging, Folder Retention and the export of each category into MS
Excel.
- Automatic log-off from the application after 15 minutes
- Store and Open all PDF formats, all Microsoft Office formats,
most graphic file formats, Visio and many more
- Storage of Sound, Video, and executable files with a link to the
native application
- Open links in Office documents and emails in documents
- Capture Group IV single and multi-page Tiff document images from
a MFP or any TWAIN compliant scanner
- Ability to quickly apply file and document index data
- User ability to add and delete required folder and document
index fields to insure proper document identification
- Manage documents in a stand-alone or shared networked
environment
- Import pictures, PDF documents, MSOffice documents, Radiology
Film Images, tiff documents, email, rtf files, color graphics and
digital photography in Patient file
- Ability to search for documents and folders using index data
- Ability to Print individual documents or complete files
- Ability to Import Group IV – VII TIF image batches and apply
index data
- Easy export of documents, folders and metadata to Xerox
DocuShare, EdgeVault, SharePoint, and Edge Workflow™ seamlessly
- Rotate and zoom in on clear, sharp images
- Export documents to popular OCR/ICR software
- Store and retrieve documents locally or on a Network Dir., NAS,
SAN, or Optical Media
- Redact scanned TIFF documents containing sensitive data
- Highlight, outline, annotate, rubber stamp, add sticky notes,
and underline text in unlimited colors in scanned TIFF documents.
MD can collectively store over 200 document mime types including
email attachments, entire Microsoft Office 2003 Suite, Standard Medical
Forms Selection and Management, Medical film images in color, PACS
images, and digital photographs. Each Patient Record can have up to 14
metadata fields ( Patient Information ) for each Patient file and 15
individual document metadata fields with field types for drop down
values, size, data type, and name. The following are examples of types
of document/image index references that a document index might contain:
- Demographic Information: A summary of the patient
history, contact information and personnel information for providing
medical services
- Progress Notes: This feature keeps track of progress
notes taken by Physician/Doctor during each appointment or contact
with the patient
- Lab Reports: This feature enables to store the type of
tests taken on the patient and also logs in the results of the same
- Radiology and X-Ray Reports: This feature helps to log
the information about the patient X-Ray Reports and EKG Reports.
MedDocs™ will accept radiology images captured from VIDAR medical
film scanners and other PACS systems
- Miscellaneous Supporting Documentation: MD stores
information about physical examinations conducted on the patient and
other information like drugs which are allergic to the patient, any
hereditary disorders that the patient might have inherited and other
important supporting information
- Consultation and Hospital Reports: This features logs in
Hospital Reports; which for example may have been recorded when
patient is being discharged from hospital after an operation
MD provides for the selection of blank medical forms, completion of
the forms and placement in the patients file. Standard forms can be
easily added through the Forms Administration module and selected under
add document feature. Documents can be gathered through the add document
function from sources like Fujitsu or other TWAIN compliant Scanners,
Multifunctional Devices (scan, print, copy products from Xerox and HP),
Windows Explorer (drop and drag), Forms Templates, Email (with
attachments) , and Group IV TIFF image batches.
With the growing demand for effective way of organizing patient’s
medical records it is imperative to digitize these records for easy
access. MD was designed to be an easy to use, flexible, open, and
customizable application to handle the demands of small hospitals,
physician offices and primary healthcare centers today. With a Personal
Computer, a VIDAR Scanner (X-ray Film) and or a Desktop Scanner, a
medical assistant is fully equipped to manage a wide range of medical
documents and meet the demands of the new eHealthcare initiative.
To meet the demands of today’s new regulations and HIPAA requirements
MD features provide:
- front-end paper batch capture/scanning
- barcode reading and printing
- log-in ID and password
- activity tracking and logging
- Active Directory interface
- 15 minute auto log-out feature and much more
- Patients or requesting Physicians can be provided copies of
individual healthcare records through email with logging or the
export feature of MD.
- An individual patient file can be exported to the CD Directory
feature in Windows XP and placed on CD-ROM or DVD Media with a MD
Auto-run Viewer
- Optional secure Web Link Server and thin client access anywhere
anytime.
MD records can be backed-up locally or stored on the Health E-Docs™
secure web repository for a low monthly fee.
MD records can be automatically archived, searched and retrieved
using the built in records archiving and search features. Archiving
provides a means to store and protect patient records according to
medical record retention guidelines.
The standard out of the box version of MD has a Microsoft Access
Database integrated into the product so it is ready to run on Physicians
Office or Clinic workstations. running Windows XP and Microsoft Office
2003. The information captured and stored in the Access Database
provided with the product can also be easily migrated to Microsoft SQL
ODBC database structures to meet the demands of secure and robust
databases as well as growth.
Web Link Server
Integrated Digital Systems (IDS) proudly introduces an MD browser based
application called Web Link™. Web Link™ provides a permissions
controlled view of MD features for records access and management to meet
the demands of today’s customers. Web Link™ is a secure web browser
accessible server application that is linked directly with customers’ MD
thick Client Application that grants users easy and secure access to
add, store, retrieve, email and share documents stored in MD over the
Internet, Intranet, Wide Area Networks and VPN connections.
The Web Link™ product provides MD users secure remote access to their
records. The product may reside on your IIS server and your database and
the Image Directory can reside on the same server or a separate server.
Administrators will only have to update information once for each
different client application configuration of MD. Access is protected
using an ID and Password in Secure Admin, or Active Directory. Web Link
provides for SSL and HTTPS encrypted access. RSA or USB Token security
is available for dual authentication.
Web Link™ goes hand-in-hand with our MD Client/Server application.
Since the thick and thin clients share the same database and image
directory, all files and folders created or updated in one will be
available in the other. Web Link™ logs all access and changes by user
access ID and password.
Features in Web Link™:
- File Ownership
- Secure login with automatic log-off from the application
after 15 minutes
- Microsoft® Office 2003 compliant
- Windows Authentication Login using Active Directory
- Store and Open in Web Link™ all PDF formats, all Microsoft
Office formats, most graphic file formats, Visio and many more
- Storage of Sound, Video, and executable files with a link to the
native application
- Open links in Microsoft® Office documents and emails in
documents
- Ability to quickly apply file and document index data
- Import pictures, PDF documents, tiff documents, email rtf files,
graphics in file folders
- Ability to search for documents and folders using index data
- Ability to email and export documents with automatic conversion
- Ability to Print images or complete folders
- Ability to share MD access over a network with Web Link™
- Store and retrieve documents from the secure Server
- Allows users to Add, Delete, Edit, View, and View Properties of
each folder
- Documents can be Added, Deleted, and Emailed through the Web
Link™ client based permissions
- Provides secure access to your records from anywhere by anyone
with permissions based on a valid username and password stored
within the Web Link™ Server or Active Directory
- Administrators can create individual user accounts or group
accounts, as well as Add, Edit, and Delete folder and document
fields from the Field Manager
- Folders and documents are protected by permissions. The owner of
a folder or document can give individual or group permissions that
allow only those specified users to view or edit the document.
Web Link™ User Restrict Module
Our User Restrict Module allows administrators to restrict users
accessing MD via Web Link™ to a single, multiple or all-file view based
on the File IDs to which they have been granted access.
Add on Modules
The development of MD in Microsoft’s Development platform with
installing features like OLE, ODMA, ODBC, and Open Architecture
capabilities makes MD an open, but secure product that comes with
features that are fully integrated with other products such as:
- Microsoft SharePoint
- Microsoft SQL 2000 and up
- Xerox DocuShare 4.x
- Xerox Document Centers and WorkCentres with Scanning module
- HP Multifunction Devices
- Open Architecture Third Party Medical Accounting Systems
- Konica Minolta MFD
- Edge Workflow™
- Microsoft Office 2003
- EdgeVault™
Customized Medical Billing Interfaces:
API’s for several well known Medical Billing Packages have already been
written and are available. For a small fee new API’s can be written for
any open architecture Medical Billing Program on the market to create an
integrated solution for your office
Health E-Docs Secure Repository:
MD provides a direct connection to the Health E-Docs™ Electronic
Healthcare Records (“EHR”) hosting and exchange services portal designed
to provide maximum protection and security for our customers and their
EHR objects. Hosting facilities are located in a rural area with limited
visibility and access. The facility has been secured for U.S. Government
client document management work and has limited access. Employees of the
facility have undergone varying degrees of clearance and background
checks prior to employment.
Equipment and storage resources have been designed to provide access
assurance and safe storage of the objects placed in the portal.
Scheduled and routine back-ups and offsite storage of the system through
use of RAID and DLT Tape support services ensures our success in this
area. Systems engineering personnel are on call 24/7 and within twenty
minute response time to facility. Multiple T-1 connections directly to a
major local Internet Access Provider insure the site will be up 24/7
with very little possibility of interference from outside sources.
Health E-Docs™ utilizes IDS’ secure web based repository software to
provide its document DRP services. System security is designed to
provide confidentiality, integrity, availability, and legitimate use of
the Health E-Docs™ EHR document repository. Web views are built
dynamically based on user ID and Password which define user’s rights and
privileges. A
Provider may only view the files they placed in their provide
collection.
MedDocs™ HIPAA Features Chart
*At least one of the following must be implemented:
| HIPAA Requirement |
Requirement
Description |
MedDocs™ Compliance Feature |
| Access |
| |
*Role-based access -- is an alternative to
traditional access control models (e.g.,
discretionary or non-discretionary access
control policies) that permits the
specification and enforcement of enterprise specific
security policies in a way that maps
more naturally to an organization's structure
and business activities. With RBAC, rather
than attempting to map an organization's
security policy to a relatively low-level set of
technical controls (typically, access control
lists), each user is assigned to one or more
predefined roles, each of which has been
assigned the various privileges needed to
perform that role. |
Through the Administration Module role-based access
can be given by creating and assigning groups and their
privileges. The available privileges to set for each group
are: Administration, Delete, Scan, DocuShare, SharePoint, Add, Edit, Index, EdgeVault, Workflow,
Archive, Email, Export, iManage. You can also set which
members can be available to each group when creating
new groups. Active Directory is an essential component of the
MedDocs™ architecture which presents organizations
with a directory service designed for importing the
Windows 2000, Windows 2003, and Windows NT 4
operating systems users across each domain. This
feature improves manageability by centrally managing
Windows users of each domain through a single
consistent management interface, reducing redundancy
and maintenance costs. |
| Access - refers to a security mechanism
users of a system access based upon the
user. |
User-based access is the default access control
mechanism. Users are assigned a user name and
password by the administrator. User accounts can be
assigned to a group and their account can also be set as
active or inactive status. The Windows 2000, Windows
2003, and Windows NT 4 operating systems use Access
Control Lists (ACL’s) to protect files, applications, and
other resources from unauthorized use. ACL’s can be
used to grant permission at either the user account or
group level. Microsoft’s information storage technologies
(Microsoft SQL Server and Web Store) also provide the
ability to assign permission at the user or group level.
Active Directory is an essential component of the
MedDocs™ architecture which presents organizations
with a directory service designed for importing the
Windows 2000, Windows 2003, and Windows NT 4
operating systems users across each domain. This
feature improves manageability by centrally managing
Windows users of each domain through a single
consistent management interface, reducing redundancy
and maintenance costs. |
| Audit Controls - Log system activities into
a common log file, including record view,
add, update, and delete activities. |
Access Logging options are defaulted to on. An
administrator must use the Administration Module to turn
off logging options. Access Logging options can keep track of when a record
was viewed, added, updated, and/or deleted. The
following data is logged for each function that is turned on
with in the Access Logging section of the Administration
Module: History ID, User ID, Station ID, Function
Preformed, folders Main ID, Documents ID, and a Time
Stamp of when each function was performed.
Available Access Logging options: Administration, Delete,
DocuShare, SharePoint, Add, Update, EdgeVault,
Workflow, Archive, Log In/Out, iManage.
Added logging options to MedDocs Secure are:
EdgeGuard |
| Data Authentication |
| |
Automatic Log-off - a security procedure
that causes an electronic session to
terminate after a predetermined time of
inactivity, such as 15 minutes. |
Traditional applications can utilize functionality of the
Win32 API to logoff the system. Built into our product is an
automatic log-off mechanism that automatically logs the
user out of our application after the mouse has been idle
for 15 minutes. |
| Unique User ID - a combination
name/number assigned and maintained in
security procedures for identifying and
tracking individual user identity. |
Each individual user is assigned a user ID based on the
order in which the users were created. |
| *Biometric - an identification system that
identifies a human from a measurement of
a physical feature or repeatable action of
the individual (for example, hand geometry,
retinal scan, iris scan, fingerprint patterns,
facial characteristics, DNA sequence
characteristics, voice prints, and hand
written signature). |
Biometrics can be used on a PC level using client/server
authentication. |
| *Password - refers to confidential
authentication information composed of a
string of characters. |
Passwords are assigned by the administrator and they are
encrypted using a sting of characters. Active Directory is an essential component of the
MedDocs™ architecture which presents organizations
with a directory service designed for importing the
Windows 2000, Windows 2003, and Windows NT 4
operating systems users across each domain. This
feature improves manageability by centrally managing
Windows users of each domain through a single
consistent management interface, reducing redundancy
and maintenance costs. |
| *Token - refers to a physical item
necessary for user identification when used
in the context of authentication. For
example, an electronic device that can be
inserted in a door or a computer system to
obtain access. |
Windows 2000 and Windows 2003 operating systems
supports authentication via a Smart Card or RSA USB
Token or at a client level on Windows XP. |
| Transmission Security |
| |
Integrity Controls - ensures data integrity
by providing detection of unauthorized
modification of data. Security mechanism
employed to ensure the validity of the
information being electronically transmitted
or stored. Part of mechanisms to prevent
unauthorized access to data that is
transmitted over a communications network
on the matrix. |
MedDocs™ uses PKI technology to ensure the
integrity of transmitted documents by using digital
certificates to validate a user’s identity, ensure that the
document has not been changed or corrupted in transit,
as well as protecting the information from interceptions
during transmit. |
| *Access controls - refers to a method of
restricting access to resources, allowing
only privileged entities access. Types of
access control include, among others,
mandatory access control, discretionary
access control, time-of-day, and
classification. |
Active Directory is an essential component of the
MedDocs™ architecture which presents organizations
with a directory service designed for importing the
Windows 2000, Windows 2003, and Windows NT 4
operating systems users across each domain. This
feature improves manageability by centrally managing
Windows users of each domain through a single
consistent management interface, reducing redundancy
and maintenance costs. User-based access is the default
access control mechanism. Users are assigned a user
name and password by the administrator. User accounts
can be assigned to a group and their account can also be
set as active or inactive status. |
| *Encryption - refers to transforming
confidential plaintext into cipher text to
protect it. An encryption algorithm combines
plaintext with other values called keys, or
ciphers, so the data becomes unintelligible.
Once encrypted, data can be stored or
transmitted over unsecured lines.
Decrypting data reverses the encryption
algorithm process and makes the plaintext
available for further processing. |
Transmitted data can be encrypted using a variety of
public key or private key encryption mechanisms. MedDocs™ with EdgeGuard™ uses PKI which allows
users to send and receive information securely (using
encryption) and be sure that the person sending the
information is who they say they are by their digital
signature. |
| Electronic Signature |
| Features within
MedDocs™
are compliant
with following
US and
international
legislations and
complies with
Industry
Standards
currently in
operation in
worldwide. |
Message Integrity - the assurance of
unaltered transmission and receipt of a
message from the sender to the intended
recipient. |
In using MedDocs™ with EdgeGuard™ documents
signed with a digital ID are verifiable in the follow ways:
By the use of timestamps and by the inclusion of a hash,
or fingerprint, of the document. MedDocs™ with Edge Guard™ uses PKI technology to
ensure the integrity of transmitted documents by using
digital certificates to validate a user’s identity, ensure that
the document has not been changed or corrupted in
transit, as well as protecting the information from
interceptions during transmit. |
| Non-repudiation - strong and substantial
evidence of the identity of the signer of a
message, and of message integrity,
sufficient to prevent a party from
successfully denying the origin, submission,
or delivery of the message and the integrity
of its contents |
MedDocs™ with EdgeGuard™ uses PKI technology to
ensure the integrity of transmitted documents by using
digital certificates to validate a user’s identity, ensure that
the document has not been changed or corrupted in
transit, as well as protecting the information from
interceptions during transmit. By encrypting the document
using the digital ID, the privacy of the document’s
contents is assured. If the document is encrypted using
the public key, only the person with the corresponding
private key may decrypt it. By applying a timestamp to a
signature, it is then possible to prevent a person from
denying having signed a document at a particular time.
This also offers a way of preventing previously used
signatures, from being reused. |
| User Authentication - the provision of
assurance of the claimed identity of an
entity |
If the document is encrypted using the public key, only the
person with the corresponding private key may decrypt it.
If the other person does not have the corresponding key
the document cannot be decrypted or viewed. |
| *Ability to add attributes - one possible
capability of a digital signature technology;
for example, the ability to add a time stamp
as part of a digital signature |
In using the wizards that are available in MedDocs™ with
EdgeGuard™ it allows the ability to add Time Stamping,
Document Approval, Multiple Signatures, and Legal
Ceremony Testimonials. The date and time are included
in the signature, so they cannot be gainsaid. |
| *Continuity of signature capability - the
concept that the public verification of a
signature must not compromise the ability
of the signer to apply additional secure
signatures at a later date |
MedDocs™ with Edge Guard™ allows you to apply your
digital signature to a previously digitally signed document
you have received. This feature is useful if two or more
people are required to digitally sign the document, and
works rather like several people applying physical
signatures to a legal document. |
| *Counter Signatures - The capability to
prove the order of application of signatures.
This is analogous to the normal business
practice of countersignatures, where a party
signs a document that has already been
signed by another party |
MedDocs™ with Edge Guard™ allows you to apply your
digital signature to a previously digitally signed document
you have received. This feature is useful if two or more
people are required to digitally sign the document, and
works rather like several people applying physical
signatures to a legal document. |
| *Independent verifiability - the capability
to verify the signature without the
cooperation of the signer |
In order to verify the signature without the cooperation of
the signer the recipient has to have the corresponding
private key to do so. |
| *Interoperability - the applications used on
either side of a communication, between
trading partners and/or between internal
components of an entity, are able to read
and correctly interpret the information
communicated from one to the other |
EdgeGuard Reader™ is needed to view encrypted and
signed emails and documents if the document was
encrypted using MedDocs™ |
Service and Support:
Service and support will be provided thru an 800# and Online e HelpDesk at
www.PhysicianTech.net. PhysicianTech Network provides technical support
services not
only for MedDocs customers but for Microsoft Products and a wide range
of other third party
hardware and software products.
Contacts:
For more information about this or any of the complete line of Edge and
Microsoft products
contact Integrated Digital Systems at Sales@idsscan.com, call
1-800-283-0999 or Visit www.MedDocsCentral.com
For more information call 1 (800) 283-0999, contact
sales@idsscan.com
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