Custom Document Management System for Healthcare Facility Networks

The client manages a network of over 200 healthcare facilities across multiple states and faces challenges with existing document management systems. The current solutions, including obsolete versions of shared platforms, lack reliability, flexibility, and security, hindering efficient data handling and increasing operational costs. The client requires a customized system that supports secure, high-volume data management and process automation tailored to healthcare industry needs.

A large healthcare organization managing over 200 facilities across multiple states requiring a reliable, secure, and scalable document management solution.

• Develop a custom document management platform supporting over 200 facilities with high availability and load balancing capabilities.
• Implement secure data storage supporting distributed filesystems, such as DFS and cloud storage solutions like Amazon S3.
• Enable support for both Active Directory Single Sign-On (SSO) and non-AD users to accommodate diverse user environments.
• Incorporate advanced access control features to protect sensitive healthcare data through role-based permissions and granular access controls.
• Integrate custom healthcare-specific metadata, fields, and attributes to facilitate industry-specific document categorization and retrieval.
• Reduce operational costs associated with file management, improve compliance with security protocols, and streamline document sharing workflows.

• Distributed file storage supporting multiple locations using DFS and cloud solutions (e.g., Amazon S3).
• Support for Active Directory Single Sign-On (SSO) and non-AD user authentication mechanisms.
• Advanced Access Control Lists (ACLs) for document security based on user roles and groups.
• Custom fields and attributes tailored to healthcare data requirements for better document categorization.
• Support for WebDav protocol for direct access and group editing capabilities, including troubleshooting and uptime considerations.
• Role-based permissions to protect against unauthorized changes and ensure data integrity.
• Integration with internal and external systems to enable seamless data exchange and process automation.
• User interface optimized for multiuser environments with easy document retrieval, editing, and collaboration.

• Directory services (Active Directory) for user authentication
• Cloud storage services (e.g., Amazon S3) for scalable file storage
• Messaging queue systems (RabbitMQ) for process automation
• Reporting services (SSRS) for generating compliance and operational reports
• Custom integrations with healthcare systems for metadata synchronization

• High availability with load balancing to support continuous access across multiple facilities
• Scalability to manage the storage and processing of millions of healthcare documents
• Robust security measures including granular ACLs and encrypted data at rest and in transit
• System uptime target of 99.9% to minimize downtime and support 24/7 operations
• Fast response times for document retrieval and editing to ensure user productivity
• Compliance with healthcare regulations and data privacy standards

The deployment of a tailored document management solution is expected to significantly reduce operational costs related to document handling, improve security and compliance of sensitive healthcare data, and streamline workflows across over 200 facilities. It will enable faster document retrieval and editing, support process automation, and facilitate easy and secure data exchange, leading to enhanced operational efficiency and potential future market expansion as a healthcare-focused file management product.