By using Version One’s software tightly integrated into their COA Solutions accounting systems, the health boards will be able to electronically create, deliver and store all their financial documents. Version One’s automated invoice processing system, DbCapture, will also enable manual data entry of invoices to be reduced by up to 80%, significantly improving process efficiency. The planned ‘go-live’ date for the document management project is March 2009.

Overseeing the document management implementation is John Francis, Programme Director from the Shared Support Services Programme. This Programme is being run by NHS National Services Scotland, the body responsible for fulfilling NHSScotland’s shared services requirements.

Francis says, “Most health boards use very little document management and tend to manually store and process their finance documents, which is inefficient and costly. Rolling-out Version One’s document management throughout NHSScotland is an important factor in taking the Programme forward and will help to deliver the Government’s planned efficiency targets.” 

Version One’s software integrated into COA Solutions will enable Scotland’s NHS hospitals to significantly reduce their paper-use by electronically creating, delivering, retrieving and authorising all their finance documents on-line. Francis says, “This will greatly increase operational flexibility and give us options for how we process transactions in the future.”

As well as improving efficiency, the Version One systems will allow the Scottish NHS to free-up document storage space, eliminate third party document storage costs and enable staff to be redeployed to carry-out more value-adding activities. Francis adds, “We look forward to significantly reducing the amount of paper the Scottish NHS generates and expect the Version One systems to provide a substantial payback.”

About NHSScotland

The Scottish Government Health and Community Care is responsible for NHSScotland and for the development and implementation of health and community care policy. NHSScotland is accountable for the performance of the service. NHSScotland comprises 14 territorial NHS Boards responsible for the planning and delivery of all health services in their own area. In addition, there are 8 Special Health Boards in Scotland.

These are:

The Scottish Ambulance Service
NHS 24 - provides 24 hour telephone access to medical advice from clinical professionals
The State Hospital - cares for patients requiring treatment under special security conditions
NHS Health Scotland - promotes positive attitudes to health and encourages healthy lifestyles
NHS Quality Improvement Scotland - sets and monitors clinical standards
NHS Education Scotland - provides educational solutions for workforce development through designing, commissioning, quality assuring and where appropriate providing education for NHSScotland staff
National Waiting Times Centre Board (The Golden Jubilee National Hospital) - provides a dedicated elective facility in key specialties for patients throughout Scotland to assist in reducing waiting times
NHS National Services Scotland - provides a range of support services ensuring frontline patient care is delivered effectively across Scotland
In 2006 around 159,000 staff were employed by NHSScotland. These included more than 67,000 nurses, midwives and health visitors and over 3,800 consultants. In addition there were over 4,500 doctors working in general practice and more than 12,000 allied health professionals such as, physiotherapists, radiographers, speech and language therapists working throughout the service.

About Version One

Version One Ltd is the author of electronic document management and imaging solutions.  These solutions enable the electronic storage, retrieval, management, enhancement and delivery of business documents such as invoices, purchase orders and statements. This 'paperless office' technology is seamlessly integrated into all major ERP and accounting systems and with a typical ROI of less than six months, Version One's solutions are enabling thousands of organisations to cut paper consumption whilst saving dramatic amounts of time and money.