Dorset County Hospital, one of the leading NHS Foundation Trusts in the UK, is implementing document management and imaging software from Version One (www.versionone.co.uk) to speed-up the processing of 50,000 purchase invoices each year and free-up document storage space. These new systems are expected to go-live to up to 150 users in early 2009.
By using Version One’s software tightly integrated into its Infor Smartstream accounting system, Dorset County Hospital will significantly reduce the time-consuming manual entry of purchase invoice data and will also be able to electronically store and retrieve purchase invoices directly from its Smartstream system. In addition, using Version One’s Windows Document Capture Interface, Dorset will be able to capture any on-screen document and automatically store the document image to the Version One archive.
Kevin Goater, Acting Director Of Finance from Dorset County Hospital NHS Foundation Trust says, “We currently have to manually key-in data regarding our 5,000 suppliers which is very laborious, costly and prone to error. Document storage is also a problem as it is a statutory requirement for us to keep our paid invoices for five years which results in a tremendous amount of filing space being taken up. Version One’s software, which we selected due to its tight integration with Infor Smartstream and solid reputation, will reduce manual data entry by up to 75%, eliminate data entry errors and will allow us to free-up document storage space.”
Using a Kodak i160 scanner and Version One’s software, all purchase invoices and credit notes arriving into Dorset County Hospital will be scanned centrally, tagged to the appropriate record in the Infor Smartstream accounting system and electronically stored. Version One’s OCR technology will automatically capture purchase invoice data, significantly reducing manual data entry. In addition, with Smartstream’s workflow module used in conjunction with Version One’s DbArchive storage system, invoice approvers will be able to view and approve invoices directly from their PCs, further enhancing purchase-to-pay efficiency.
Goater comments, “Document Imaging technology is now an essential part of any accounts payable department. Once in place, we will no longer have to search through filing cabinets for invoices as we will be able to instantly retrieve them, within seconds, from the desktop. We will also enjoy faster payment processing, enabling us to pay our suppliers in a more timely fashion. In addition, Version One’s software will support our green agenda and help us to comply with any future environmental legislation.”
Notes to Editors:
About Dorset County Hospital NHS Foundation Trust www.dch.org.uk
Dorset County Hospital was established in 1991 as part of a long–term project to bring together all the local services for acutely ill patients onto one hospital site. The new hospital, just outside Dorchester town centre, was completed in 1997. It was awarded Foundation Trust status in June 2007. The hospital provides a full range of district general services, including an accident and emergency department, and links with satellite units in five community hospitals.
Dorset County Hospital is the main provider of acute hospital services to a population of around 210,000, living within Weymouth and Portland, West Dorset, North Dorset and Purbeck. It also provides renal services for patients throughout Dorset and South Somerset; a total population of 850,000.
About Version One www.versionone.co.uk
Version One Ltd is the author of electronic document management and imaging solutions. These solutions enable the electronic storage, retrieval, management, enhancement and delivery of business documents such as invoices, purchase orders and statements. This 'paperless office' technology is seamlessly integrated into all major ERP and accounting systems and with a typical ROI of less than six months, Version One's solutions are enabling thousands of organisations to cut paper consumption whilst saving dramatic amounts of time and money.
Liz Ebbrell, Version One
+44 (0)1625 856505 or 07917 634 705
Ben Carey, Version One
+44 (0)1625 856505
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