DocuWare Case Studies SunCoast Blood Bank: Moving from Paper to Secure Digital Donor Records

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	SunCoast Blood Bank: Moving from Paper to Secure Digital Donor Records DocuWare

SunCoast Blood Bank: Moving from Paper to Secure Digital Donor Records

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Technology Category	Infrastructure as a Service (IaaS) - Cloud Computing
Applicable Industries	Healthcare & Hospitals
Applicable Functions	Business Operation
Services	Cloud Planning, Design & Implementation Services
Challenge	SunCoast Blood Bank, a nonprofit organization supplying blood to nine hospitals, was facing challenges with their paper-based record system. The organization used an offsite, secure facility to store paper records. However, record retrieval was slow, information was not searchable, and the long-term storage costs were unsustainable. SunCoast wanted a digital solution providing secure, seamless access to their data as well as sophisticated search functionalities. The organization is required to store donor records for ten years. However, if blood is unusable, that record must be stored indefinitely. If a donor updates the record with travel information or if test results disqualify the blood from being used, SunCoast must immediately amend that donor record and contact the hospital to locate that unit of blood. Read More
About Customer	SunCoast Blood Bank is a 501 c3 nonprofit blood bank located in the USA. The organization is responsible for supplying blood to nine hospitals and collects over 38,000 units of blood annually. SunCoast is required to store donor records for ten years. However, if blood is unusable, that record must be stored indefinitely. If a donor updates the record with travel information or if test results disqualify the blood from being used, SunCoast must immediately amend that donor record and contact the hospital to locate that unit of blood. Read More
Solution	SunCoast Blood Bank implemented DocuWare Cloud to digitize their record-keeping process. The cloud-based solution provided secure, seamless access to their data and sophisticated search functionalities. The solution freed the small IT staff from maintenance and fit within their tight budget. Staff at the donation centers now have digital access to Standard Operating Procedures manuals (SOP) with clear guidelines for screening donors. The digital searchable version of the SOP manuals speeds up the intake screening process and aids in improving accuracy, eliminating errors and calls back to the main office. Volunteers easily and securely scan and digitally store records, freeing up staff and speeding up the screening process for donors. Files are automatically indexed by name, ID number, and unit ID number. Read More Log in to view content
Contents

Technology Category

Infrastructure as a Service (IaaS) - Cloud Computing

Applicable Industries

Healthcare & Hospitals

Applicable Functions

Business Operation

Services

Cloud Planning, Design & Implementation Services

Challenge

SunCoast Blood Bank, a nonprofit organization supplying blood to nine hospitals, was facing challenges with their paper-based record system. The organization used an offsite, secure facility to store paper records. However, record retrieval was slow, information was not searchable, and the long-term storage costs were unsustainable. SunCoast wanted a digital solution providing secure, seamless access to their data as well as sophisticated search functionalities. The organization is required to store donor records for ten years. However, if blood is unusable, that record must be stored indefinitely. If a donor updates the record with travel information or if test results disqualify the blood from being used, SunCoast must immediately amend that donor record and contact the hospital to locate that unit of blood.

About Customer

SunCoast Blood Bank is a 501 c3 nonprofit blood bank located in the USA. The organization is responsible for supplying blood to nine hospitals and collects over 38,000 units of blood annually. SunCoast is required to store donor records for ten years. However, if blood is unusable, that record must be stored indefinitely. If a donor updates the record with travel information or if test results disqualify the blood from being used, SunCoast must immediately amend that donor record and contact the hospital to locate that unit of blood.

Solution

SunCoast Blood Bank implemented DocuWare Cloud to digitize their record-keeping process. The cloud-based solution provided secure, seamless access to their data and sophisticated search functionalities. The solution freed the small IT staff from maintenance and fit within their tight budget. Staff at the donation centers now have digital access to Standard Operating Procedures manuals (SOP) with clear guidelines for screening donors. The digital searchable version of the SOP manuals speeds up the intake screening process and aids in improving accuracy, eliminating errors and calls back to the main office. Volunteers easily and securely scan and digitally store records, freeing up staff and speeding up the screening process for donors. Files are automatically indexed by name, ID number, and unit ID number.

Impact #1	The turnaround time to pull up a donor’s record to verify or edit information, or post test results, happens in seconds when before it was a 24-hour wait.
Impact #2	The solution freed the small IT staff from maintenance.
Impact #3	Having a digital searchable version of the SOP manuals speeds up the intake screening process and aids in improving accuracy, eliminating errors and calls back to the main office.

Impact #1

The turnaround time to pull up a donor’s record to verify or edit information, or post test results, happens in seconds when before it was a 24-hour wait.

Impact #2

The solution freed the small IT staff from maintenance.

Impact #3

Having a digital searchable version of the SOP manuals speeds up the intake screening process and aids in improving accuracy, eliminating errors and calls back to the main office.

Benefit #1	Reduced document management costs by 25% annually
Benefit #2	Scanned and filed 60,000 records - about 3 years of files - over the course of one summer

Benefit #1

Reduced document management costs by 25% annually

Benefit #2

Scanned and filed 60,000 records - about 3 years of files - over the course of one summer

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Overview

SunCoast Blood Bank: Moving from Paper to Secure Digital Donor Records

Operational Impact

Quantitative Benefit