Automating Hospital Mail:
How a University Hospital Centralizes Its Mail with ScopHybrid
Streamline the processing of hospital mail and secure communications
Automating Hospital Mail to Streamline Administrative Processes
“Administrative assistants can now prepare and configure their mailings with just a few clicks, directly from their usual office and medical software. This saves them hours of repetitive manual work.”
– Administrative Manager
The Challenges: Centralizing and Simplifying Hospital Mail Management
The University Hospital wanted to replace a fragmented system with a simpler, centralized process capable of handling both paper mail and secure electronic communications.
Several issues had to be taken into account:
- Reducing time-consuming manual tasks: Teams spent a lot of time printing, folding, stuffing envelopes, and preparing mail.
- Managing documents from different applications: The solution had to support both letters created with LibreOffice and those generated by medical software.
- Optimizing mailings: Internal constraints related to printing and mail processing, as well as the rules for optimizing postage rates, needed to be applied automatically.
- Improving mail tracking: The teams needed a centralized view to track mailings – particularly registered mail – and easily retrieve proof of delivery.
- Securing electronic exchanges: Confidential health records needed to be transmitted digitally while ensuring a high level of security and compliance with regulatory requirements.
Proposed Solution: Automate Hospital Mail Processing with ScopHybrid™
To modernize the management of its outbound communications, the University Hospital has deployed ScopHybrid MPI Tech’s hybrid mail solution.
ScopHybrid directly supports documents from LibreOffice and the medical software used by the facility. The various manual steps involved in preparing mail are thus integrated into an automated and centralized process.
Compose letters directly from existing applications
Administrative teams can prepare and configure their letters with just a few clicks, directly from their usual applications. Postal optimization rules are then applied automatically.
This approach avoids the need for multiple steps or changes to users’ work habits when preparing their emails.
Centralize Printing
Documents intended for paper-based distribution are automatically routed to the in-house print center.
This allows the university hospital to reduce its reliance on individual printers, which are more expensive, and make better use of its existing printing infrastructure.
Secure Electronic Transactions with APICrypt
For electronic communications, ScopHybrid integrates with APICrypt to ensure the secure transmission of health records to external professionals.
The organization can thus integrate confidential electronic communications into its mail management process while meeting its security and confidentiality requirements.
Track mail from a centralized interface
A centralized dashboard allows teams to track the status of shipments, monitor registered mail, and retrieve proof of delivery from a single interface.
As a result, the University Hospital gains greater visibility into all of its outbound communications.
Benefits achieved: fewer manual tasks, greater visibility into shipments
With ScopHybrid, the University Hospital has replaced a fragmented and largely manual mail management system with a centralized, secure, and traceable process that covers both paper and electronic communications.
- Reduced administrative burden: Teams spend less time printing and manually preparing mail and can focus more on higher-value tasks, such as managing patient records.
- Improved productivity: Simplified document preparation and automated document routing reduce processing times across departments.
- Better cost control: Centralizing printing helps streamline equipment usage and reduce the operating costs associated with printing across various departments.
- Secure electronic exchanges: Integration with APICrypt helps protect health data during electronic exchanges and meet confidentiality and compliance requirements.
- Traceability of Outgoing Mail: The centralized dashboard provides end-to-end visibility into mailings and allows you to track their status, particularly for registered mail.
Automate mail without disrupting users’ routines
Managing loose mail remains an important daily task for many healthcare facilities. When this process relies on manual tasks performed separately in each department, it can be time-consuming, create redundant processes, and make it difficult to track mail.
With ScopHybrid™, organizations can centralize the preparation, production, delivery, and tracking of their paper and electronic mail while leveraging their existing applications.
An approach that automates document-related processes without complicating users’ daily work.
* Health Data Hosting (HDS): This term refers to a regulatory framework specific to the French market that governs the storage and processing of personal health data. Established by the French Digital Health Agency (ANS), this framework aims to ensure the security, confidentiality, and traceability of medical data.
