Rincon India Solutions Pvt. Ltd.

Tag: Purchase Orders

  • Reblog: A slice from Evelyne’s life, executive assistant in a hospital specializing in cardiology

    In my work, I interact with many institutions in the health sector. I meet and have discussions with people who handle a great deal of medical information. I take the time to learn about their daily lives. I enjoy it when they share their experiences and stories with me.

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    Evelyne held a number of positions in various hospitals (in health care and economic services) before becoming Executive Assistant in a hospital specializing in cardiology. She quickly discovered that the hospital had to manage a large number of fax documents of all types (medical notifications, insurance case takeovers, analyses results, care sheets, history certificates, intervention approvals, radiology reports, various test requests or results, purchase orders, invoices, etc.).
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    It became increasingly difficult to handle them effectively. Many documents were lost and others were sent to the wrong recipient or forgotten near the fax machine in full view of everyone. With such a volume of documents piled up in the filing cabinets, searching for a fax was lengthy and tedious.

    It was then that Evelyne remembered that the hospital where she had worked a few years prior used a fax software solution instead of traditional fax machines. Showing initiative, she decided to talk to the hospital IT director about it. Aware of the problems associated with the processing of documents sent and received by fax, he dealt with the problem. He quickly approved the idea of replacing the fax machines and fax boards by a software solution.

    This is how the XM Fax® solution was adopted, to the great delight of Evelyne, her co-workers, the IT department and management.

    Evelyne can now send and receive faxes from her work station, her messaging device and her electronic medical records. The processing of faxed documents has thus become much faster and she saves a lot of time. She no longer goes to fax machines many times per day. Evelyne is more productive and effective. She can focus on her mission, which is to provide quality services to patients and to ensure the absolute confidentiality of their personal information. Incoming faxes are now forwarded to the correct recipient without any human intervention, thus limiting unauthorized viewings of health-related personal medical information by the wrong person. With XM Fax, confidential documents of various types are routed to mailboxes or network folders belonging to approved recipients and to designated secure printers.

    As for the IT director, in addition to optimizing his telephone and IP network, it has drastically reduced his expenses related to the use of fax equipment (fax machines, fax boards, maintenance, ink, paper, and telephone lines), and has made it possible to better control the flow and security of communicating by fax. His team is now equipped to administer, monitor and track all the operations and actions carried out in connection with fax transmissions. She can avoid any unauthorized viewings, including those carried out by the administrators themselves, create audit trails, and report to the hospital management. Furthermore, since the hospital is equipped with a high availability redundant fax solution, service continuity is assured. In addition, the advanced and integrated control features of the fax server, the encryption, and the management for users/administrators, meet the requirements of the medical sector in terms of security and compliance. This solution is gaining popularity within hospitals in expansion. Fortunately, this system is scalable to handle a larger volume of faxes and thus serve more departments and employees.

    Today, thanks to Evelyne’s initiative, the hospital is optimizing its unified communications infrastructure, reducing its costs, and increasing the productivity of its employees. Above all, the healthcare organization is now able to process its patient records quickly and in a completely secure manner.

    This truly inspiring account proves to me that any person, no matter his or her hierarchical position, can influence the course of events within the organization in a positive way.

    The original article can be found here.

    For more information e-mail us on sales@rincon.co.in and we will be glad to assist you.

  • Reblog: Why IT professionals in education are adopting Fax-Over-IP technology

    Educational institutions, from primary schools to universities, send and receive important and confidential documents, ranging from purchase orders, school registrations and student records. School districts and universities have centralized and localized administrative departments that handle accounting, purchasing, financial and student information for their entire organization.

    This means that large volumes of highly sensitive data are exchanged throughout educational institutions every day. And security threats are an ever-growing problem. As a result, protecting this data has become a primary concern.

    Today, the weakest link in the entire information exchange process is the email. In fact, if educational institutions stopped using emails to send sensitive information, a significant source of security threats would be vastly reduced. Email technology is easy to use, but it doesn’t adequately address current security requirements.

    Fax rocks

    Alternative solutions for secure document exchange, such as electronic signatures and encrypted email software, do exist. But they are generally complex to implement and less than user-friendly. However, there is a proven solution that is secure, easy to use and creates documents that are almost impossible to intercept. That solution is the fax.

    Despite what some people may think, the fax is still a critical component of an information exchange system. Fax solutions have evolved significantly in recent years and are now software based, leveraging Internet networks (FoIP), which allow you to send and receive confidential faxes by email.

    7 reasons why Fax-over-IP (FoIP) should be part of your IT infrastructure

    1.  It keeps student records safe
    College and university officials have to deal with a host of potential threats. Illegally accessing student information to change grades or destroy proprietary school information must be prevented. With state-of-the-art FoIP technology, faculty and administrators can easily and securely transmit student records. They can also effectively track the delivery of a document and securely forward fax messages to their staffs for quick and appropriate action.

    2. It is a highly reliable tool
    FoIP supports diverse survivability deployment models ranging from high availability to disaster recovery and remote branch survivability which ensure the integrity and availability of your fax data.

    3. It frees up time for what matters most
    Troubleshooting and maintaining an institution’s fax machines is a challenging and time-consuming activity for an IT department. FoIP simplifies faxing by integrating seamlessly with the current telephony environment, reducing the technical support time IT spends on fax issues.

    4. It adapts to your school’s requirements in a heartbeat
    Because FoIP is a software solution, new fax channels can easily be added to increase fax volume capacity during specific busy periods. This high degree of scalability helps educational institutions accommodate evolving requirements.

    5. It can help you save thousands of dollars per year
    Today’s FoIP technology reduces the number of phone lines and the need to print on paper, which in turn reduces toner and machine maintenance costs, enabling organizations to potentially save tens of thousands of dollars per year. Reducing paper files also lessens the need for real estate in which to store those files.

    6. It centralizes solutions and makes them accessible from anywhere
    FoIP technology allows student record transmission in real time, and is accessible from anywhere and from any device. IT departments can centralize all types of fax documents throughout schools and districts and among all stakeholders.

    7. It helps you comply with industry legislation and best practices
    Built-in advanced user and administration control, management and encryption features support compliance requirements such as the FERPA (Family Educational Rights and Privacy Act) on the protection of students’ privacy with regards to educational records.

    Product Highlights of XMediusFAX® for Education Institutions

    XMedius has extensive experience integrating their fax solutions with financial and student information systems.

    • Business processes are streamlined by integrating XMediusFAX® with existing VoIP infrastructures, applications, groupware tools, IP PBXs, voicemail systems and multifunction Printers (MFPs)
    • XMediusFAX® has also been integrated with a range of third-party software and is recognized as the most reliable and mature IP fax solution on the market.
    • In multi-branch organizations, long-distance charges are drastically reduced through XMediusFAX®’s built-in Least Cost Routing (LCR)
    • Faxes are routed over telephone lines, Internet, Intranet, WAN and LAN environments. Inbound faxes are directed to the appropriate destination without human intervention to limit unauthorized access to personal client information.
    • Monitoring and reporting features create an audit trail of all sent and received faxes.
    • XMediusFAX® is powered by the most advanced T.38 FoIP integration for VoIP platforms.
    • XMediusFAX® helps reduce Total Cost of Ownership (TCO) of a fax infrastructure by eliminating fax machines, phone lines and the associated supply and maintenance costs.
    • XMediusFAX® has won numerous awards in the IP telephony space. By combining XMediusFAX® with your multifunction printers (MFPs) we can enhance and provide an enriched faxing solution for educational institutions.

    The original article can be found here.

    To learn more contact us sales@rincon.co.in