Post on 03-Jan-2016
transcript
docMD:docMD:
Eric H. Schnell (schnell.9@osu.edu)Eric H. Schnell (schnell.9@osu.edu)
Associate ProfessorAssociate Professor
Head, Information Technology Head, Information Technology
Prior Health Sciences LibraryPrior Health Sciences Library
The Ohio State UniversityThe Ohio State University
(DOCument Mediated Delivery)
docMD is funded through support by the National Network of Libraries of Medicine, Greater Midwest Region. Ohio State University project number 743202
docMD GoaldocMD Goal
“ “ To establish an electronic To establish an electronic document delivery service for document delivery service for hospital libraries that are unable to hospital libraries that are unable to support such a service themselves support such a service themselves due to limited human, financial, or due to limited human, financial, or technical resources “ technical resources “
docMD ObjectivesdocMD Objectives
Establish a mediated direct-to-Establish a mediated direct-to-customer document delivery service customer document delivery service for hospital libraries for hospital libraries
Identify the costs involved in Identify the costs involved in providing such a service providing such a service
Develop a model for use by other Develop a model for use by other resource libraries in other regions of resource libraries in other regions of the country the country
What is IDD/EDD?What is IDD/EDD?
Internet Document Delivery / Internet Document Delivery / Electronic Document DeliveryElectronic Document Delivery
Reduces telecom costs (Landes ’97)Reduces telecom costs (Landes ’97)
Reduces turnaround timeReduces turnaround time1986: 13.76 days (Budd)1986: 13.76 days (Budd)
1999: reduced to 2.52 (Sellen)1999: reduced to 2.52 (Sellen)
Reduces supply costs (Weible ’02)Reduces supply costs (Weible ’02)
Barriers to Hospital Barriers to Hospital Library IDD Library IDD ImplementationImplementation
Firewalls (McKnight 2001)Firewalls (McKnight 2001) communication portscommunication ports
network authoritynetwork authority
Workflow / staffing (Jackson 1993) Workflow / staffing (Jackson 1993)
Access to technical staffAccess to technical staff
Fiscal resourcesFiscal resources
How docMD Jumps How docMD Jumps these Barriersthese Barriers
Firewalls Firewalls a common communication port is used (80)a common communication port is used (80)
Workflow / staffingWorkflow / staffingDOCLINE processing remains the sameDOCLINE processing remains the sameless physical processing of documentsless physical processing of documents
Access to technical staffAccess to technical staffessential technical staff at mediation centeressential technical staff at mediation centerlittle technical site support neededlittle technical site support needed
Fiscal resourcesFiscal resourcesGMR supportedGMR supported
TimelineTimeline
Approval July ‘02 Approval July ‘02
Planning Fall ‘02Planning Fall ‘02
11stst test document December ‘02 test document December ‘02
6 phase one sites online February 6 phase one sites online February ’03’03
12 phase two sites June ’0312 phase two sites June ’03
Through December ’04Through December ’04
Participating Libraries Participating Libraries Must:Must:
Be a DOCLINEBe a DOCLINE®® library libraryIdentify the populations this project could Identify the populations this project could
potentially reach potentially reach Provide a letter of interest Provide a letter of interest Be willing to assist their users with local Be willing to assist their users with local
issues issues Implement and market the service locally Implement and market the service locally Be willing to "go with the flow" Be willing to "go with the flow" Provide the project with feedback and Provide the project with feedback and
participate in the evaluation process participate in the evaluation process
Current Direct to Customer Current Direct to Customer Processing ModelProcessing Model
Local Library
Customer
OCLC / DOCLINE
Ohio Lending “A” Ohio Lending “B”
Scans/Sends though IDD Scans/Sends though IDD
EDD
Web Server
docMD Delivery ModeldocMD Delivery Model
Local Library
Customer
DOCLINE
Lending “A” Lending “B”
Scans/Sends though IDD Scans/Sends though IDD
docMD
Web Server
Email with docID#
Email Alert
docMD Client DemodocMD Client Demo
Survey ToolsSurvey Tools
Project Librarian SurveyProject Librarian Survey
Attitudes SurveyAttitudes Survey
Technical SurveyTechnical Survey
Turnaround Time StudyTurnaround Time Study
Customer Attitudes Customer Attitudes SurveySurvey
How confident in ability to get articles How confident in ability to get articles from your library:from your library: Reasonably-totally: 91%Reasonably-totally: 91%
How confident in ability to get articles How confident in ability to get articles not in library collection:not in library collection:Reasonably-totally: 97%Reasonably-totally: 97%
How satisfied with ability to get articles How satisfied with ability to get articles in timely fashion:in timely fashion:95%95%
Customer Attitudes Customer Attitudes SurveySurveyHow often do you request articles:How often do you request articles:
weekly: 5%weekly: 5% monthly: 29%monthly: 29% every few months: 46%every few months: 46% Rarely: 20%Rarely: 20%
How long does it take to get articles:How long does it take to get articles: 1 week or less: 48%1 week or less: 48% 1-2 weeks: 44%1-2 weeks: 44% 2+ weeks: 8%2+ weeks: 8%
Customer Technology Customer Technology SurveySurvey
Computer in office:Computer in office: 97% (95% with Internet access)97% (95% with Internet access)
Computer at home:Computer at home: 94% (92% with Internet access)94% (92% with Internet access)
How often is web browser used:How often is web browser used: 65% daily65% daily
How often is email checked:How often is email checked: 85% daily or constantly85% daily or constantly 84% sure they can check it84% sure they can check it
Customer Technology Customer Technology SurveySurvey
Adobe Acrobat is a document viewer:Adobe Acrobat is a document viewer: 87%87%
docMD StatisticsdocMD Statistics (as of Sept 2, (as of Sept 2,
‘04)‘04)
406 registered customers406 registered customers
3111 documents processed3111 documents processed
15% have gone unviewed15% have gone unviewed
<1% posting failures<1% posting failures
44% sent to the librarian 44% sent to the librarian
1% required reposting1% required reposting
1% alternative distribution1% alternative distribution
docMD StatisticsdocMD Statistics
Turnaround timeTurnaround time Pre – docMD: 6.53 days (max 19 Pre – docMD: 6.53 days (max 19
days)days) Post – docMD: 3.11 days (max 9) Post – docMD: 3.11 days (max 9)
docMD StatisticsdocMD Statistics
Average document processing time: Average document processing time: 1 minute 1 minute
Average number of documents requiring Average number of documents requiring follow up: 2 per week follow up: 2 per week
Number of customers contacting docMD Number of customers contacting docMD central regarding difficulty in central regarding difficulty in
downloading downloading a document: 10a document: 10Percentage of documents arriving upside Percentage of documents arriving upside
down: 15% down: 15% 1% 1%
docMD StatisticsdocMD Statistics
Documents without transmittal sheet: Documents without transmittal sheet:
2 per week 2 per week
Documents without customer email Documents without customer email address: address:
2 per week 2 per week
Documents ordered but never received:Documents ordered but never received:
1 per week1 per week
FeedbackFeedback
“ “Our docs are always so delighted when Our docs are always so delighted when personalized mail arrives for them.” personalized mail arrives for them.” one has a “raft of administrators tooling one has a “raft of administrators tooling past his office wanting to know how his past his office wanting to know how his articles were retrieved electronically. articles were retrieved electronically. They believe that he magically pulled They believe that he magically pulled them up all by himself. “them up all by himself. “
“ “another test subject… has been running another test subject… has been running around Nursing telling people…” around Nursing telling people…”
FeedbackFeedback
“ “The hardest part of this project has The hardest part of this project has been getting email addresses from been getting email addresses from people. Everything else has been very people. Everything else has been very easy so far.“easy so far.“
“ “I think that it might be an age thing. I think that it might be an age thing. The younger, more computer savvy The younger, more computer savvy docs are ready to try anything new. docs are ready to try anything new. Some physicians just haven't found the Some physicians just haven't found the time to utilize computers. We're time to utilize computers. We're working on it, though. “ working on it, though. “
IssuesIssues
How do we make sure the librarians How do we make sure the librarians “really” understand the “really” understand the project?project?
Lending libraries often do not follow Lending libraries often do not follow delivery instructions delivery instructions
Some sites the feel docMD is at fault Some sites the feel docMD is at fault if a if a document is not posted.document is not posted.
Issues: GeographyIssues: Geography
Geography I: Project leaders / librarian Geography I: Project leaders / librarian face-to-face contact difficult face-to-face contact difficult
Geography II: Difficult if not impossible Geography II: Difficult if not impossible to organize group trainingto organize group training
Geography III: Email helps. The phone Geography III: Email helps. The phone is more effective, however, more is more effective, however, more time consuming time consuming
Issues:Issues:
How docMD is implemented at a site How docMD is implemented at a site is is dependent on the hospital dependent on the hospital librarianlibrarian
Level of participation is dependent Level of participation is dependent on on the marketing performed by the the marketing performed by the
hospital librarianshospital librarians Too much hand-holding or separation Too much hand-holding or separation
anxiety?anxiety?
Issues: FundingIssues: Funding
Pay-to-Play (1)Pay-to-Play (1)Each hospital pays a fee based on scale determined by the Each hospital pays a fee based on scale determined by the
number of documents they normally process through number of documents they normally process through DOCLINE in relation to other participants in a tiered fee DOCLINE in relation to other participants in a tiered fee schedule. schedule.
Pay-to-Play (2) Pay-to-Play (2) Each hospital pays a per-document fee based on the actual Each hospital pays a per-document fee based on the actual
number of documents they process using docMD and is billed number of documents they process using docMD and is billed on a quarterly or annual or per-document basis. on a quarterly or annual or per-document basis.
Subsidized (1)Subsidized (1)Each NNLM region establishes funding opportunities for resource Each NNLM region establishes funding opportunities for resource
libraries to support a docMD service for their resource area. libraries to support a docMD service for their resource area. Resource libraries apply for the available awards. Resource libraries apply for the available awards.
Subsidized (2)Subsidized (2)Each NNLM region provides a funded mandate to each resource Each NNLM region provides a funded mandate to each resource
library to establish a docMD service in their area. library to establish a docMD service in their area. Benevolent Benevolent
Any library can provide the service but supports it using their Any library can provide the service but supports it using their individual operating funds and can pursue reimbursement individual operating funds and can pursue reimbursement from the participants.from the participants.
Issues: StandardsIssues: Standards
GEDI: Generic Electronic Document GEDI: Generic Electronic Document InterchangeInterchange
Established in early 1990sEstablished in early 1990s
Ariel 1.x - 3.4Ariel 1.x - 3.4
OdysseyOdysseyOpen StandardOpen Standard
Ariel 4.xAriel 4.x
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proprietaryproprietary
Issues: StandardsIssues: Standards
Question: Is Ariel 3.4 compatible with all other versions of Question: Is Ariel 3.4 compatible with all other versions of Ariel?Ariel? Answer:Answer: Yes. Ariel 3.4 is able to send and receive documents with Ariel versions Yes. Ariel 3.4 is able to send and receive documents with Ariel versions 2 and 3. 2 and 3.
However, Infotrieve has in important announcement about Ariel: However, Infotrieve has in important announcement about Ariel: Infotrieve continues to improve and upgrade Ariel, which will greatly Infotrieve continues to improve and upgrade Ariel, which will greatly change Ariel’s technology (especially with an eye to building a change Ariel’s technology (especially with an eye to building a networked version of Ariel 4.0). We foresee that future versions of Ariel networked version of Ariel 4.0). We foresee that future versions of Ariel will no longer be technically compatible with older versions. We will no longer be technically compatible with older versions. We anticipate that Ariel 3.4 will be the “cut off” version for future anticipate that Ariel 3.4 will be the “cut off” version for future compatibility. Hence, we encourage all 3.x users to upgrade to 3.4 for compatibility. Hence, we encourage all 3.x users to upgrade to 3.4 for free, to be prepared for this future change. We also encourage Ariel 2.x free, to be prepared for this future change. We also encourage Ariel 2.x users to take advantage of our upgrade discount and get current to users to take advantage of our upgrade discount and get current to prevent incompatibilty with future releases of Ariel. Infotrieve will prevent incompatibilty with future releases of Ariel. Infotrieve will continue to communicate about this important issue so that our continue to communicate about this important issue so that our customers can plan and budget accordingly. When we release the next customers can plan and budget accordingly. When we release the next version of Ariel, we will provide Ariel 3.4 users with a patch that will version of Ariel, we will provide Ariel 3.4 users with a patch that will ensure compatibility with the next version, Ariel 4.0. It is important to ensure compatibility with the next version, Ariel 4.0. It is important to take advantage of this release now. take advantage of this release now. http://www4.infotrieve.com/ariel/FAQ.htmlhttp://www4.infotrieve.com/ariel/FAQ.html
Issues: StandardsIssues: Standards
Lack of IDD standards will result in Lack of IDD standards will result in the pilot project ending in the pilot project ending in December 2004December 2004
Lack of IDD standards will prevent a Lack of IDD standards will prevent a wide scale implementation of the wide scale implementation of the conceptconcept
Thanks! Thanks!
E-mail:E-mail: schnell.9@osu.eduschnell.9@osu.edu
Project:Project: docmd.med.ohio-docmd.med.ohio-
state.edustate.edu