Requirement
A global leader in the organization of congresses, events, and communications needed to centralize the creation and collection of signed documents from doctors participating in their training events. The goal was to improve traceability of the workflow for document creation, collection, and sharing with physicians and administrative departments.
The main objective was to adopt a paperless approach, reducing paper usage and improving overall efficiency in document management, simplifying the process of data collection, document sharing, and digital signing.
Implementation
Within the system, an event is created along with all assignments for participating doctors, selected from hundreds of medical profiles already registered in the system or created on the spot.
The organizer sends, individually or in bulk, a communication to the assigned doctor to verify their data and proceed with the digital signing of event-related documents.
The doctor receives a personalized email containing a link to access a dedicated portal with a simple web interface. From there, the user can complete and correct their personal data, upload their CV, and any other required documents based on the information provided.
Once the data entry is completed, the system selects the necessary forms based on the doctor’s data, automatically generating customized templates that are sent within minutes for digital signature.
The signed documents are then routed and archived. The organizer receives a notification that the process has been completed and can verify that everything is in order. If everything is correct, the assignment can be closed as verified. In case of issues, the organizer can interact with the doctor to request modifications.
After the event, the system automatically sends all completed assignments, along with their documents, to the Administration department for final processing. Once administration confirms that all documents are compliant, they are automatically sent to legally compliant digital preservation.
Results
The use of a web-based interface for data entry and the ability to sign documents with just a few clicks significantly streamlined physicians’ workflows, reducing document turnaround times from weeks to hours while eliminating the need for printing, scanning, and manual completion.
Features such as:
- manual and automated reminders for every stage of the process;
- tracking of the progress status of each assignment;
- always up-to-date document templates, automatically selected and populated based on the available data;
- easy access to, consultation of, and export of data and documents;
have helped reduce errors and improve data accuracy and quality.
As a result, the organization has gained real-time visibility into the status of each case, while significantly reducing the time required to retrieve information and documents for interactions with external accreditation bodies.
BlendIT
BlendIT is a company specializing in Software Solutions, IT Systems & Cloud, Marketing Services, and Cyber Security. Its professionals have been studying and implementing technological solutions for over 20 years for companies that want to grow by adopting the most efficient and cost-effective innovations offered by Information Technology.
BlendIT guides companies through a path of technological growth and digital transformation, optimizing operations, eliminating unnecessary processes, and increasing cybersecurity, thus promoting sustainable development and long-term success.
Our strengths:
- Consulting: we turn business needs into concrete IT proposals and solutions.
- Integration: we integrate BlendIT solutions with those already present and used within the company.
- After-sales support: both on-site and remote, thanks to customer care and help desk services, a flagship of the group.
- Training: constant support from BlendIT team experts at every stage of the project.
- Operations: turnkey solution deployment, ready for immediate use.
- Experience: present in the IT market for over 25 years.