Record Management System

The needs of this sector are both operational and clinical. From an operational standpoint, there is a need for hospitals to maintain in-patient files for over 8 years for regulatory reasons. NABH Accreditation is a must for hospitals wanting to serve patients covered under CGHS Insurance scheme, which requires that hospitals maintain medical records for both inpatients and outpatients. Ability to retrieve the records in reasonable amount of time to the satisfaction of patients, and doctors is a major challenge for the hospital if they are being maintained on paper. Apart from this, there is a basic need for growing hospitals to move to online records for better utilization of the space available for revenue generating activities.

From a clinical standpoint, there is a need to allow secure and efficient access and exchange of health data internally and externally for improving quality of care with also for help in clinical analysis of data for more informed diagnosis, and also for helping in clinical analysis of data for planning and research. CRM and workflow applications would allow better customer management / retention and improved operational efficiencies. Additionally, the wealth of clinical data that is created can be an important input for pharmaceutical companies for new product development.

Yos is addressing these needs with an integrated solution that is simple to deploy and use. It helps the hospital improve operational efficiencies, while giving hospitals an opportunity to generate revenues as well. It also benefits the end user by empowering him to better manage his own health.

The Yos Record Management System can be hosted remotely, used standalone in the hospital, or in conjunction with existing hospital systems. It uses a modular framework that provides a highly scalable unified repository for securely storing and managing hospital Inpatient and Outpatient records. It also allows a variety of reports to be generated as needed by the hospital for both administrative and clinical purposes.

Inpatient Record Management :

  • Patient Registration with Smart Card : The Smart Card acts as the Hospital ID Card and is linked to the patient’s electronic records.
  • Hospitalization Encounter Creation : Hospitalization “encounters” are created by providing details like date of admission, date of discharge, referred doctor, department, reason for admission, in-patient file id etc. Multiple encounters are created under the same unique patient id, making it easy to collate information across hospitalizations.
  • Record Categorization : In-patient files are linked to the Smart Health Card of the patient . The software allows categorization of patient files into different types like death, MLC etc along with tagging of individual case sheets as Doctor's Notes , Nurse Notes, etc for easy retrieval.
  • Record Storage :Department specific patient history details as well as current consultation details are updated into the Record Management server using browser based customized forms for different specialties such as Rheumatology, IVF, Pregnancy, Oncology, Pediatrics, etc.
  • Record Viewing : Appropriate personnel in the hospital can be provided with read access to the in-patient files. This includes consolidated summary report that shows collated patient information across hospitalizations / encounters.
  • Continuity of Care Record : All health records of patient over time linked together, and retrieved of the complete Patient File as pdf
  • Customizable Reports : The software also generates various MIS reports for use by the administrators. Depending on the number of meta-tags created during the scan/upload process, a variety of reports can be generated (based on gender, age, district/taluk, diagnosis, ICD-10 code, etc).
  • Access Control : Role-based access control (admin, doctor, nurse, etc) as well as levels of access for each role.
  • eLibrary : “View Only” access can be given to students and doctors to files and case records for academic and research purpose.
Deployment Model:
The Inpatient Record Management solution is typically installed in a local system, with full support from Yos staff for scanning services, thus reducing the operational overheads for the hospital. The solution is complementary to existing Hospital Management Systems and can be integrated with the registration/lab modules of the HMS as needed.

Outpatient Record Management :

  • Patient Registration with Smart Card : Smart Card acts as the Hospital ID Card and is linked to the patient’s electronic records.
  • Hybrid Adaptive EMR : Non-template based, adaptive approach to aligning the software to the doctor's practice. Customized to the different departments of the hospital and diagnostic labs. Configurable list of department or specialties with customizable set of forms with fields to capture information for the specialty or department.
  • Intelligent Learning : EMR also has the ability to learn about different aspects of doctor's practice like prescribed medicines, tests, treatment plans.
  • Record Storage : Department specific patient history details as well as current consultation details are updated into the Record Management server using browser based customized forms (XML forms based templates for different specialties such as Pregnancy, Oncology, Pediatrics, etc). This is done by the Doctors, Hospital staff or Yos Personnel (Transcriptionists deputed in the hospital).
  • Continuity of Care Record : All health records of patient over time linked together, and retrieved of the complete Patient File as pdf
  • E-Prescription : Facility to capture medicine and test prescription with print option.
  • Tracking and Monitoring Tools : Includes tools for Critical Parameter Graphing and Reporting, Treatment Calendar Tracking and management for chronic patients.
  • Reports : Customized Clinical Reports to understand health/treatment trends.
  • Access Control : Role-based access control (admin, doctor, nurse, etc) as well as levels of access for each role
  • E-connectivity and Workflow : Across departments and locations - front office to doctor, doctor to lab, etc.
Deployment Model:
There are various options available for hospitals:
  • Pure EMR or Hybrid EMR: Hospitals can either choose to maintain detailed electronic data or partial electronic data with supporting records scanned into the software.
  • Self-use by Doctor/Assistant or Transcription support: Since most doctors prefer to use paper, Yos offers them the option of continuing to write on paper with a medical transcriptionist taking care of the data entry process post-facto, or allowing them to use the software directly. Yos typically bundles the transcription services as part of the solution it provides to hospitals.
  • Remote or Local Installation: Yos offers the flexibility of remote installation in our secure data centre, or local installation in the hospital. The latter option eliminates the cost of hardware infrastructure and the need for internal IT folks to maintain and run the software. The former option is suited for hospitals that have the required support staff and are willing to invest in the hardware required (which is quite minimal).
Other Features:
The solution also includes a Smart Health Card, which acts as the Hospital ID Card and enables storage of critical health information, as well as select hospital information for ready access during emergencies. More details can be found in the Smart Card section.
Business Model:

Yos offers these solutions with a unique "Pay-as-you-use" model making it more feasible for hospitals to adopt the solutions since there is absolutely no upfront costs involved for either the software or the Smart Cards.

If you are interested in the solutions, please drop an e-mail to query@yostechnologies.com  and our Sales / Marketing team will get in touch with you.


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