Version One has announced that Dorset County Hospital NHS Foundation Trust has chosen its document management and imaging software to speed up the processing of 50,000 purchase invoices each year and free up document storage space.
The companies anticipate that the new system will go live in January 2009 to around 150 users.
The hospital uses Infor SmartStream accounting system and hopes to integrate Version One’s software to improve the entry process of purchase invoice data. This is currently done manually, which is very time consuming for hospital staff. With the new system in place staff will also be able to electronically store and retrieve purchase invoices directly from its SmartStream system.
Kevin Goater, acting director of finance at Dorset County Hospital NHS Foundation Trust, said: “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.”
Dorset Hospital will also be using Version One’s Windows Document Capture Interface to capture any on-screen document and automatically store the document image to its archive.
With the new system in place, the hospital will be able to centrally scan all purchase invoices and credit notes using a Kodak i160 scanner. Records will then be tagged to the appropriate record in the Infor SmartStream accounting system and electronically stored.
The hospital will also implement Version One’s DbArchive storage system, enabling invoice approvers to view and approve invoices directly from their PCs, which will speed up the approval process.
“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,” said Goater.