Case study:
How Rotunda Hospital Modernised Hospital Document Management
Rotunda Hospital moved sensitive patient and administrative records from a manual, in-house process to a secure workflow for medical document scanning, OCR searchability, and controlled digital access.
Product:
Online Document Management
Industry:
Healthcare
Region:
Ireland
Requirement:
Scan, apply OCR, and deliver into secure online access
Volume Delivered:
~1,000 charts processed annually
Inbound Source:
Records collected in weekly batches
Read Time: 6 minutes
Faster record access for staff
Stronger security and compliance control
Clearer audit trail and traceability
CASE STUDIES:
What the Rotunda Hospital Team Says About Kefron
Rotunda’s experience highlights what hospitals gain when healthcare document management solutions are built around reliability, accuracy, and routine service, week after week.
THE CHALLENGE:
Keep Sensitive Hospital Records Accessible Without Manual Admin Overhead
Rotunda manages a constant flow of highly sensitive documentation. The stakes weren’t just administrative; records needed to be available quickly, handled safely, and managed in line with data protection expectations.
Here’s what made the situation difficult:
- A manual process that didn’t scale: copying, filing, and managing records internally created ongoing workload and dependency on specialist staff.
- High sensitivity, low tolerance for mistakes: patient charts and social work files required careful handling and controlled access – no missing pages, no uncertainty.
- Service reliability mattered as much as digitisation: end users needed confidence that scanned images matched the originals, every time.
- Operational urgency: records couldn’t be off-site for long; access delays could introduce clinical and governance risk.
Rotunda needed hospital document management that delivered predictable service, searchable digital records, and clear auditability, without disrupting hospital operations.
THE SOLUTION:
Secure Collection, Scanning, and Delivery of Protected Hospital Records
To replace manual handling with dependable service, Kefron implemented hospital document management designed around Rotunda’s protected records: predictable turnaround, faithful scans, and controlled digital access.
- Structured collections + turnaround lanes: weekly batch collections plus a same-day option when records couldn’t be unavailable for long.
- Medical document scanning to agreed standards: consistent image quality checks so scanned charts match the original hard copy records.
- Searchable charts where it matters: a searchable text layer applied so staff can find key phrases inside charts quickly.
- Secure digital delivery into Rotunda’s environment: outputs transferred via controlled SFTP for authorised access, viewing, and printing.
- Operational alignment with hospital IT: close coordination to ensure clean, error-free uploads and reliable ongoing processing.
- Governance-ready handling for regulated requests: pagination for FOI-style packs and clear traceability to support audit expectations.
This gave Rotunda a repeatable, end-to-end service they could rely on, with searchable records, controlled access, and standards that hold up under scrutiny.
THE RESULTS:
Records Available When They’re Needed, with Stronger Control
Rotunda didn’t just digitise charts; they gained a service model that keeps protected records accessible, trustworthy, and governed, without relying on an in-house copying workflow.
- Charts available in the timeframes Rotunda required, including urgent same-day requests when records couldn’t be away from the hospital for long.
- Instant online access once processed, so staff can retrieve charts without waiting on physical files.
- Search within charts using OCR for medical records, making it faster to locate key terms and details inside long patient files.
- Reliable scan quality users can trust, with outputs matching original hard copy records to agreed baseline standards.
- Stronger confidentiality and access control, reducing the operational risk that comes with paper files being misplaced or viewed outside role needs.
- Better support for regulated requests and audits, with pagination for FOI-style packs and traceability that stands up to scrutiny.
Why Hospital Document Management Matters in Healthcare
Rotunda’s case makes one thing clear: in a hospital, records management isn’t an admin task – it’s operational risk control. A solid healthcare document management solution matters when you need to:
Keep protected patient charts accessible, no delays.
Digitise sensitive records consistently, at volume.
Use OCR for medical records searches.
Maintain audit trails for regulated requests.
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erp:
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How Rotunda Hospital Modernised Hospital Document Management
Rotunda Hospital moved sensitive patient and administrative records from a manual, in-house process to a secure workflow for medical document scanning, OCR searchability, and controlled digital access.
Product:
Online Document Management
Industry:
Healthcare
erp:
SAP Business One
Region:
Ireland
Ready to Move Hospital Document Management Out of Manual Copying?
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