Canada Law Book, LexisNexis, CCH Canadian, Bowne of Toronto, Nelson Canada

Ambulance Call Reports (ACRs) are entered by the data entry operator using the iMedic Data Entry System. This program, which builds an MS SQL database, is distributed to the base hospitals by the Ontario Ministry of Health.

Sunnybrook Osler (S-O) base hospital managers run statistical routines against the SQL data to identify any ACR which needs further investigation, as some aspect may be outside the norm.

As forms are processed randomly and then sent to off-site storage, retrieving a paper form for further inspection is a difficult and labour intensive task. A more efficient retrieval method was required.

The ACR forms available to the S-O managers are yellow second copy, handwritten sheets 11” x 17”. These are not the ideal source documents for imaging. Using its state of the art imaging equipment and drawing upon our extensive experience, INOFAS was able to produce legible images from even the worst test documents: these are added to a searchable repository.

Now instead of waiting days, the S-O audit team can immediately view the entire ACR form from their desktop, as soon as it has been identified as one that needs further inspection. Furthermore the indexed images can be written to DVD, complete with the Alchemy retrieval engine, for a secure off-line electronic archive.

S-O assembles the ACR forms and periodically delivers them in banker’s boxes to INOFAS where they are stored in the fireproof book-vault. All data entry and scanning is performed in the INOFAS secure production area. Our professional staff have all been cleared by an RCMP police check and have entered into a binding confidentiality agreement. Adding an even higher level of security, all hard drives containing confidential data are of the removable type and they are removed and stored in the vault when not in use (overnight and on weekends).

Using the iMedic data-entry application, professional staff at INOFAS key the call data from the S-O forms and then scan the paper, storing the images in the Alchemy repository.

The INOFAS data entry service provides S-O with keyed data and images that are current. This has resulted in a dramatic reduction in ACR Audit resolution time, from weeks or months to days. With the Alchemy search engine, auditing becomes more efficient, timely and accurate.

To improve the audit efficiency on recently archived forms, INOFAS is also processing the S-O ACRs from 2004. This task involves scanning and indexing the forms linking to previously keyed iMedic/SQL data.