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Document Management solutions in
Health and Social Care

Applying cognitive automation in Health and Social Care

There is a vast potential in both administrative and clinical processes for health and social care automation. The main reason our customers invest in automation is to create more hours for meaningful work, increase patient safety and improve quality. Quantic Solutions is the leading provider of document automation in Health and Social care for the APAC region, where we have digitize and automated over 200 processes. We have a dedicated health team, including deep expertise in medicine, process leaning, robotics and AI. 

Case Study
North Anchor

How an Indian Healthcare Group Cut Turnaround Times with Document Management Solution

With a team of experts consisting of more than 2,300 healthcare professionals, this organization processes large volumes of patient data every day, from recording customer details to processing claims and coordinating data for government healthcare plans.

Heatmap for Healthcare processes

Automation potential
HIGH
Automation potential
MEDIUM
CLINICAL -
REFERRALS, BOOKINGS
CLINICAL -
LAB/PATH/RAD DATA HANDLING
CLINICAL -
INTELLIGENT, CARE PATH AND OTHER
ADMINISTRATIVE -
HR, IT
ADMINISTRATIVE -
FINANCE, LOGISTICS
ADMINISTRATIVE -
FINANCE, LOGISTICS
Referrals classification, transferring to the right unit Classification of labpratory/ pathology/ radiology results Intelligent OCR and NLP patient questionnaire handling Substitute employee need estimating and ordering Making service vouchers and commitments for expenditure Data transfer to quality register from EMR
Intelligent referrals classification, transferring to the right doctor Handling the normal results, making the EMR notes, sending the patient an SMS/ e-letterTES Intelligent NLP structurising of prescription data Rota planning automation Social care financial assistance application handling Official reporting e.g. waiting times
Structurised referrals handling – decisions on admission to care and urgency Following the arrival of results, transferring to the doctor in charge Care path – questionnaire, lab request form, visit booking, patient information On/ off- boarding automations Sales and purchase invoice checking Risk-/resource analysis on population level
Making bookings for consultations and operations Creating routine lab/radiology request forms Services management when patient is transferred btw home and hospital Log analysis and reporting, misuse identification Delivery order handling Analyzing EMR notes, identifying patients with a specified risk
Checking and handling free consultation times Checking the results handling Transferring patient questionnaire data directly to EMR Data transfers between it- systems Alignment of orders, purchase invoices and deliveries Research data collecting and analysing
CLINICAL -
REFERRALS, BOOKINGS
CLINICAL -
LAB/PATH/RAD DATA HANDLING
CLINICAL -
INTELLIGENT, CARE PATH AND OTHER
ADMINISTRATIVE -
HR, IT
ADMINISTRATIVE -
FINANCE, LOGISTICS
ADMINISTRATIVE -
FINANCE, LOGISTICS
Referrals classification, transferring to the right unit Classification of labpratory/ pathology/ radiology results Intelligent OCR and NLP patient questionnaire handling Substitute employee need estimating and ordering Making service vouchers and commitments for expenditure Data transfer to quality register from EMR
Intelligent referrals classification, transferring to the right doctor Handling the normal results, making the EMR notes, sending the patient an SMS/ e-letterTES Intelligent NLP structurising of prescription data Rota planning automation Social care financial assistance application handling Official reporting e.g. waiting times
Structurised referrals handling – decisions on admission to care and urgency Following the arrival of results, transferring to the doctor in charge Care path – questionnaire, lab request form, visit booking, patient information On/ off- boarding automations Sales and purchase invoice checking Risk-/resource analysis on population level
Making bookings for consultations and operations Creating routine lab/radiology request forms Services management when patient is transferred btw home and hospital Log analysis and reporting, misuse identification Delivery order handling Analyzing EMR notes, identifying patients with a specified risk
Checking and handling free consultation times Checking the results handling Transferring patient questionnaire data directly to EMR Data transfers between it- systems Alignment of orders, purchase invoices and deliveries Research data collecting and analysing

Process examples

HANDLING NORMAL LAB RESULTS AND MAKING EHR NOTES
HANDLING NORMAL LAB RESULTS AND MAKING EHR NOTES
A robot can classify test results, and if they are normal, make an EHR note and send patients an SMS text or e-letter.
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AUTOMATING THE CARE PATH
AUTOMATING THE CARE PATH
End to end automation of the health care plan begins with a person completing their digital symptom questionnaire.
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REFERRAL HANDLING
REFERRAL HANDLING
Our robots are utilised to direct referrals to the right clinic and clinician in large healthcare units.
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ER DOCTORS AND RADIOLOGY REPORTS
ER DOCTORS AND RADIOLOGY REPORTS
Serious patient safety incidents result from EHR systems that do not redirect radiology reports to the doctor on shift and track the handling of reports.
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PARENTAL ALLOWANCE APPLICATION HANDLING
PARENTAL ALLOWANCE APPLICATION HANDLING
Quantic Solutions has automated the application handling of parental allowance.
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HOMECARE SERVICE STAFFING
HOMECARE SERVICE STAFFING
The robot can automatically count how many additional staff are needed and request them from a temp agency.
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Quantic Solutions has e.g. automated the lab results process of sexually transmitted disease tests for a large urban Health Care Authority. Normal results occur 95 % of the time and due to automation, the doctor now has to handle only the remaining 5 per cent.

We are currently developing several variations to automate handling of laboratory, pathology and radiology results. Automation of patient follow-up is also in definition with several customers. A person with a chronic disease like Multiple Sclerosis (MS), can receive normal lab results from regular tests through automation and RPA can assist with patient reminders and make control booking appointments with the healthcare team.
Digital Workers transfer the data to the EHR- system, classify it, create a personalised lab request form and inform the patient.

After the laboratory test the robot classifies the results, and if normal, writes the EHR notes and informs the patient. If the results are abnormal, the robot will book a time for the doctor and prewrite a standardized prescription for the patient.
AI based machine learning is used to improve classification over time. Furthermore, when a structured referral is used, e.g. for cataract surgery, the doctor’s referral decision making, i.e. admission for care and urgency can also be automated based on rules developed by clinicians.

A Quantic Solutions robot currently directs people to their right clinician in a large university hospital.
Digital Workers transfer the data to the EHR- system, classify it, create a personalised lab request form and inform the patient.

After the laboratory test the robot classifies the results, and if normal, writes the EHR notes and informs the patient. If the results are abnormal, the robot will book a time for the doctor and prewrite a standardized prescription for the patient.
This is an end to end automation of the social care process with robots completing the rule-based approval of parental allowance.

Social allowances have great potential for automation as the decision- making is primarily rule-based. AI based OCR can be combined with RPA to read documents, e.g. certificates, sent as images via mobile devices.
In Espoo, a city of over 270,000, our robot counts how many patients are in care, how many employees are available and not on leave or on holidays and orders the temporary staff from a temp agency. This automation has helped the nurses in Espoo City home care, starting from one service area and is currently ramped up to all five service areas saving several fte, (full-time equivalent) for patient work.