Alchemy Document Management Software Sample Configuration

An HMO with 250 employees might require the following configuration:

• 1 Alchemy Advanced Server
• 5 Alchemy Scan Stations
• 5 Alchemy Index Station
• 50 Alchemy Search Licenses
• Alchemy Records Manager

This document management software system would allow the HMO to build a repository to host a wide array of content in a totally secure environment. 

As HIPAA is a major concern to most HMO's, the Audit Logging and Role-Based Access Control (RBAC) features of the Alchemy software allow the HMO to maintain a high level of security over its files.  Controls can be put in place to limit which classes or specific people have rights to view, print or email a class of files or specific files.  For example, John Smith a claims processor can view claims but he can not print or email any documents within the database. 

Setting security levels is easy and is based on individual users or groups.  For example, company presidents and vice presidents might have access to all company files while shipping clerks may only have access to shipping receipts.

With Alchemy's powerful Audit Logging features a digital paper trail is created.  For example, John Doe in the Enrollment Department opened Application number 123 and then printed it.  4 months later when Mr. Doe was suspected of using Applications in a illegal manner, he claimed he never had any contact with Application 123.  With Audit Logging, he would have been caught in a lie. 

The Scan Stations allow the HMO to perform the document scanning, while the index stations provide for the coding of scanned paper.  One scanner and Indexing terminal would be located in each major department.  Alchemy Scan is built to work with almost any scanner and uses optical character recognition to create fully searchable text.     

Fifty Alchemy Search licenses allow fifty concurrent users to search a database simultaneously.  250 people could have the client search module application installed but only 50 could search the database at any one time. 

The Alchemy Records Manager is a powerful add-on that allows records managers to create as well as manage file plans and retention schedules.  These are applied to the content stored in both Alchemy repositories and physical files.

Not including the cost of the scanners, this type of configuration can be had for under $45,000.00.

Click Here for the next sample configuration.