Implementation and Support of OpenText Documentum D2 & OpenText Captiva
Hours Saved Monthly with Automated Scheduling
Objective
The project is aimed to improve document management and business process efficiency by implementing OpenText Documentum D2.
- Centralize Medical Records Management: Consolidate all physical and electronic records into a unified, secure repository.
- Enhance Document Capture Efficiency: Automate the ingestion, classification, and indexing of medical records from multiple facilities.
- Ensure Regulatory Compliance: Meet HIPAA, and GDPR requirements for data security and privacy.
- Improve Access and Retrieval: Enable quick and secure access to records for authorized personnel.
- Streamline MRO Processes: Automate workflows for medical record requests, approvals, and tracking.
Challenges
Previous systems were complex and inefficient, leading to challenges in centralized management, document retrieval, compliance with governance policies, and user adoption.
| Challenge | Solution |
|---|---|
| Variability in document quality from legacy records. | Trained Intelligent Capture models on diverse datasets and enabled manual exception handling for unclear documents. |
| Resistance to adopting new workflows. | Conducted user training and provided a phased rollout plan to minimize disruptions. |
| Integrating with legacy EMR systems. | Developed middleware APIs to ensure smooth synchronization between systems. |
System Architecture Overview
The architecture consisted of the following functional components:
Documentum D2:
- Central repository for storing and managing records.
- Configured rules for retention, metadata tagging, and access control.
- Integrates with MRO workflows for tasks such as requests, reviews, and approvals.
- Integrated with EMR systems for seamless record updates.
OpenText Intelligent Capture:
- Scanned and digitized physical documents.
- Connected to Documentum D2 for metadata export and archival.
Access Management:
- Role-based access control ensured compliance with privacy laws.
- Audit trails tracked every user action.
Database Backend:
- A relational database (Oracle) stores metadata and links to documents within Documentum.
Integration APIs:
- For seamless data exchange between OpenText Intelligent Capture and Documentum.
- Enables integration with external systems like EMRs (Electronic Medical Records), billing systems, and MRO-specific applications.
Implemented Solution Overview:
Document Ingestion:
- Scanned records from multiple hospital facilities were routed to OpenText Intelligent Capture.
- Intelligent Capture applied noise reduction, OCR, and classification.
- Metadata (e.g., patient ID, document type, service date) was extracted and verified.
Storage in Documentum D2:
- Documents were imported into D2 with associated metadata.
- Automatic filing rules organized records under patient-specific folders.
- Retention policies were applied based on patient’s deceased date.
Access & Retrieval:
- Authorized users accessed records through D2's configurable UI.
- Advanced search allowed retrieval by patient ID, document type, or full-text content.
Request Processing:
- Integrated with the MRO system to manage record requests for legal, billing, and patient needs.
- Automated workflows in D2 facilitated approvals and tracked request statuses.
Compliance and Reporting:
- Regular audits ensured adherence to EA and PDPA requirements.
- Reporting dashboards provided insights into request turnaround times and system usage.
OpenText | Documentum D2 Workflow Design Overview:
- Document Ingestion:
Sources: Physical documents (via scanners) and electronic records (emails, faxes, uploads).
Process In Intelligent Capture:- Scanned images are processed with noise reduction and de-skewing.
- OCR/ICR extracts text and metadata (e.g., patient name, date, type of record).
- Documents are classified (e.g., prescriptions, discharge summaries) using AI models.
- Export processed documents and metadata to Documentum D2.
- Document Storage & Indexing:
- Documents and metadata are ingested into Documentum D2.
- Metadata rules in D2 automatically:
- Organize documents into patient-specific folders.
- Apply retention policies and security classifications.
- Enable tagging for quick retrieval.
- Request and Access Management:
- Integrated with the MRO system to handle:
- Requests for patient records (e.g., legal, billing, patient access).
- Secure access provisioning based on roles (e.g., doctors, administrators, legal teams).
- Documentum D2’s workflow engine facilitates approvals, auditing, and processing.
- Integrated with the MRO system to handle:
- Retrieval and Reporting:
- Users can search records in D2 via metadata filters or full-text search.
- Advanced reporting dashboards can provide insights into:
- Processing times.
- Pending requests.
- Compliance adherence (HIPAA, GDPR).
- Auditing and Compliance:
- Detailed audit trails in Documentum D2 track:
- Document access.
- Workflow actions.
- Retention and deletion logs.
- Ensures compliance with healthcare regulations (e.g., PDPA)
- Detailed audit trails in Documentum D2 track:
Key Features
- Operational Efficiency:
- Time Savings: Reduced average record retrieval time by 70%.
- Cost Savings: Cut costs associated with manual data entry and physical storage by 40%.
- Enhanced Compliance: Passed third-party EA and PDPA audits with no major findings. Implemented a robust audit trail system for record access and workflows. Built-in mechanisms for ensuring regulatory adherence.
- Improved User Experience: Enabled role-based secure access for over 2,000 users across departments. Enhanced search functionality with a 95% success rate in retrieving accurate records.
- Higher User Adoption: Intuitive interfaces and role-specific configurations empowered SMU users to adopt the new system with ease, driving long-term operational success.
- Centralized Scanning and Processing: Reduced average record retrieval time by 70%. Cut costs associated with manual data entry and physical storage by 40%.
- Automation: Reduces manual classification and indexing efforts.
- Scalability: Supports large-scale document ingestion and access for healthcare providers.
Technology Stack
| Software | Functionality |
|---|---|
| Documentum Content Server: | Core Server used for storing and managing documents and metadata. |
| OpenText Documentum D2-Config: | The core client application designing & solution developing platform for document management, providing a scalable and secure ECM solution. |
| Documentum D2 Client: | Workspace & Widgets based client for end-user access. |
| Documentum Content Transformation Services: | To generated pdf renditions for MS Office documents. |
| REST APIs: | To facilitate integrations with other enterprise applications. |
| Cloud Deployment: | Using a hybrid cloud infrastructure for scalability and cost-effectiveness. |
How TechTiera’s Expertise and Approach Ensured a Successful Implementation and Support of Documentum D2 for SMU
TechTiera played a pivotal role in transforming SMU’s document management environment with a seamless implementation of OpenText Documentum D2. Leveraging its deep technical expertise, proven methodologies, and customer-centric approach, TechTiera addressed SMU’s unique challenges while laying a solid foundation for future scalability and efficiency.
TechTiera’s Expertise and Approach
- Comprehensive Analysis and Planning:
- Conducted detailed workshops with SMU stakeholders to identify pain points and define clear project objectives.
- Developed a phased implementation roadmap, ensuring minimal disruption to ongoing university operations.
- Tailored Configuration and Integration:
- Configured Documentum D2 to create intuitive, role-based workspaces, ensuring seamless user adoption.
- Designed and implemented customized workflows for education record review, approval, and publishing, streamlining document lifecycle management.
- Integrated Documentum D2 with existing university systems, including student information systems and ERP, using REST APIs for data consistency and unified access.
- Enhanced Security and Compliance:
- Implemented complex role-based access controls to safeguard sensitive student and academic records.
- Enabled advanced workflow automation with audit trails, ensuring compliance with governance policies and regulatory standards.
- Scalable and Robust Infrastructure:
- Designed a scalable architecture leveraging hybrid cloud deployment, allowing SMU to handle growing document volumes and users efficiently.
- Deployed load balancing and performance optimization strategies for high-demand scenarios, ensuring uninterrupted access to critical systems.
- User Enablement and Ongoing Support:
- Delivered role-specific training sessions for SMU staff to maximize adoption and effective use of the system.
- Set up a proactive support model to monitor and maintain the Documentum D2 environment, providing 24/7 incident management and regular system updates.
Why TechTiera?
TechTiera’s approach, combined with its extensive experience in implementing OpenText Documentum solutions, ensured a smooth and effective implementation for SMU. By focusing on understanding the customer’s unique challenges and delivering tailored solutions, TechTiera not only met the project objectives but also enabled SMU to achieve lasting operational excellence.
With a proactive support model in place, SMU continues to benefit from a robust and reliable Documentum D2 environment, empowering its staff and students to excel in an increasingly digital academic landscape.
Industry:
Healthcare
Customer:
Major Healthcare Provider / Centralized MRO Scanning and Medical Documents Management
Platform:
