Document Management for Healthcare: one platform for your entire document flow
Healthcare institutions face constant pressure. They must deliver quality patient care while managing a growing volume of documents: medical records, laboratory forms, invoices, personnel files, supplier contracts. These documents arrive in paper and digital formats, from multiple systems and departments.
iGuana iDM provides a platform that captures, centrally manages, and archives every document type, and integrates it into the institution's existing IT environment. This includes hospital information systems (HIS), laboratory information systems (LIS), and financial systems, through built-in HL7 connectors and standard integrations. Physicians and administrative staff access archived documents directly within their familiar working environment, without switching screens or logging in separately.
For medical records, this means existing paper archives are fully digitised and new patient documents are scanned and classified into the electronic medical record (EMR) from day one. The connection with the scheduling system automatically determines which files take priority. Laboratory forms are scanned, validated, and processed so the LIS receives error-free instructions. Processing is fully scalable: from a few hundred to tens of thousands of orders per day.
Financial and administrative processes are equally streamlined. Incoming invoices are scanned, key data such as supplier name, invoice number, and amount are extracted automatically, and an automated approval workflow starts immediately. Everything is accessible through the ERP interface. Personnel files, employment contracts, absence records, and related documents are centrally archived with role-based access controls. Supplier contracts and purchase orders each get their own electronic file, accessible with a single click.
Organisations that prefer not to handle scanning in-house can outsource it to ScanFactory: specialised scanning professionals who digitise large archives or handle incoming mail and invoices on a daily basis. iGuana iDM also supplies the necessary hardware, handles installation and maintenance, and acts as a single point of contact for all scanning and archiving needs.
Security and compliance are built in. iGuana iDM supports tamper-proof archiving, controlled retention periods, document encryption, electronic signatures, and detailed audit logs. This makes the platform compliant with GDPR and the specific regulatory requirements of the healthcare sector.
More than 30 years of experience in document management for large European healthcare institutions underpins every project. Contact us through our contact page to discuss how iGuana iDM fits your specific situation.