JP3476550B2 - Automatic document management system - Google Patents

Description

Detailed Description of the Invention

[0001]

BACKGROUND OF THE INVENTION 1. Field of the Invention The present invention relates to an automatic document management system for easily storing and managing various documents such as medical charts for each person.

[0002]

2. Description of the Related Art In recent years, as an automatic storage or an automatic storage system (hereinafter, simply referred to as an automatic storage system),
A large number of documents are stored in a predetermined shelf of the hangar, and by inputting the position code of the predetermined article from a keyboard or other signal input means, the documents are automatically taken out of the hangar and automatically. Various devices or systems have been developed that can be returned to the. Among these, examples of systems that have been put to practical use as automatic management systems for medical records in hospitals include, for example, Japanese Patent Laid-Open No. 52-1.
49, JP-A-56-108601, JP-A-62-74808 and the like.

For example, in the one disclosed in Japanese Patent Laid-Open No. 56-108601, when a large number of documents are put in and taken out at one time, a loading / unloading section is provided on one side of the file storage shelf so that a carriage can move in and out, and a carriage is used. While holding the documents in and out by reciprocating between the storage section and a predetermined position of the storage shelf to store and retrieve documents, a single storage section is provided for each storage shelf, and one storage shelf is temporarily removed from the equipment. It is configured to be taken out.

[0004]

However, in the conventional automatic management system as described above, for example, an active document such as a personal medical record of an outpatient in a hospital, that is, a document that is frequently taken in and out, and a document in the same hospital. Inactive documents such as inpatient charts,
That is, since the documents that are rarely put in and taken out are stored in the same storage shelf, and the desired document is taken out by selecting from these as needed, the total number of stored documents is correspondingly large. Inevitably, it has been difficult to quickly take in and out active documents that need to be taken in and out frequently and taken out in a short time, that is, personal charts of outpatients.

Also, a thin document such as a medical record held in a thin file holder is the same as a thick document such as a medical record held in a thick file holder or a large document such as an X-ray film. Store it in the storage shelf,
Since the desired documents are selected from these as needed and the desired document is taken out, the storage space for the documents is inevitably large, and the individual storage space also has many open spaces. It was an economy.

[0006] Further, when the entire system becomes large in size, it is difficult to secure an installation place in a hospital, and there are many cases in which the system cannot be used because the installation space cannot be secured. .

SUMMARY OF THE INVENTION Therefore, an object of the present invention is to provide an automatic document management system in which required documents can be quickly taken in and out, and which is small and easy to install.

[0008]

SUMMARY OF THE INVENTION In order to solve the above problems, the present invention uses an automatic loading / unloading mechanism for a frequently used document having a thickness less than a predetermined thickness and having a code code, according to a storage or removal command. A first hangar which is automatically stored or taken out, and a holder provided with a display means which operates in response to a storing or taking-out command are attached to the stored documents, and the holder has a predetermined thickness or more and A second hangar for storing frequently used documents,
A third hangar for storing documents that are rarely used, a fourth hangar for storing documents that are extremely rarely used, an input means for inputting a code of a required document and a storage or retrieval command, and each of the hangars. Storage means for storing the code of each document stored and the destination code of each document, output means for outputting storage information of each document stored in each said storage, and updating the current state of each document Recording tube
Processing file and documents recorded in the management file
In the case where the document is stored in the first hangar by referring to the current state of No. 1, according to the code of the document for which the take-out command is input from the input means, The automatic loading / unloading mechanism is operated to take out the document, and when the document is stored in the second storage, the display means of the holder attached to the document is operated so that the document can be taken out by the operator . If it is stored in the hangar or the fourth hangar, it is output to the output means which hangar is stored.
Allows operators to take out documents and take out documents
The present invention provides an automatic document management system including control means for updating the management file according to the storage and storage .

In addition, when storing documents, in principle, they should be stored in the first hangar, and documents having a thickness not less than the predetermined thickness that cannot be stored in the first hangar should be stored in the second hangar. You should keep it.

Further, among the documents stored in the first hangar and the second hangar, a document which has not been requested to leave for a predetermined period of time is stored in the third hangar and is stored in the third hangar. Of the stored documents, documents for which a delivery request has not been issued for a predetermined period may be stored in the fourth storage.

[0011]

When the stored document is taken out in the automatic document management system configured as described above, since the active and thin document is stored in the first hangar,
When a take-out command for these documents is input to the input means, the documents are automatically taken out by the automatic take-out mechanism.

Further, since the active and thick documents are stored in the second hangar together with the holder provided with the display means, when the takeout command is inputted to the input means for these documents, they are attached to the documents. The display means of the holder operates to indicate the document to be taken out, and the worker can immediately take out the document.

For documents that are rarely used, the third method is used.
No. 4 for less frequently used documents in the hangar
Each of these documents is stored in the hangar, so when the take-out command for these documents is input to the input means, the output means indicates which of the third and fourth hangars the documents are stored in. According to the instructions
The document is taken out from the third or fourth hangar.

On the other hand, when storing documents, in principle, they are stored in the first hangar, and for thick documents,
Since the documents are stored in the second hangar, frequently used documents inevitably gather in the first or second hangar, and the documents can be taken out quickly.

If the documents stored in the first hangar and the second hangar that have not been requested to leave for a predetermined period of time are stored in the third hangar, the first hangar and the first hangar are stored. No infrequently used documents are not stored in the hangar 2, and the hangar can be effectively used.

Furthermore, If left so save the document was not a predetermined period issuing requests out of the documents stored in the third hangar fourth hangar, documents that correspond to very low disposal frequently used Gather in the fourth hangar.

[0017]

EXAMPLES Examples will be described below with reference to the drawings. As shown in FIG. 1, the automatic document management system includes an automatic take-out mechanism for automatically taking out or returning documents stored in a plurality of storage shelves in a state of being filed in a holder by a picker. A first hangar 10, a second hangar 20 hangar 20 having a plurality of movable storage shelves for storing each document in a state of being filed in a holder having a light emitting chip as display means, A third normal hangar type hangar 30 having a plurality of storage shelves freely, a fourth hangar 40 which is a general warehouse, and the first hangar 10.
It is connected to each of the second hangar 20 and the third hangar 30, and in particular, each hangar 10, 20, 30, 40.
Comprehensively managing the storage and retrieval of documents in the first storage 10 and the automatic storage mechanism of the first storage 10 and the second storage 2
0 has a management computer 50 as a control means for controlling the operation of the light emitting chip. The management computer 50 is a host computer 60.
Is also connected to.

As the first hangar 10 having the automatic loading / unloading mechanism, for example, an automatic warehouse described in JP-A-62-74808 can be used.

As described above, in the second storage box 20, the holder mounted with the light emitting chip is stored in the storage shelf so that the light emitting chip is connected to the connector provided in the storage shelf. ing. Meanwhile, connector provided on the storage shelf is connected to the management co <br/> computer 50 via the signal line, the management computer
A light emitting chip attached to an arbitrary holder can be turned on based on a command from 50 .

The first hangar 10 stores and stores thin documents such as a medical record held in a holder having a thickness of 30 mm or less, and an active document such as a personal medical record of an outpatient. In the second storage 20, for example, an active document such as a medical record held by a holder having a thickness of 30 mm or more, and an active patient's personal medical record is stored.

In the third hangar 30, among the documents stored in the first hangar 10 and the second hangar 20, infrequently used documents such as medical charts and X-rays which have not been requested to be taken out for a certain period. Large documents such as films are stored and stored, and the fourth storage 40 stores medical records that are rarely used.

The management computer 50 has a bar code reader 51 and a keyboard 52 as input means,
A printer 53 and a plurality of monitors 54 as output means
Are connected respectively. The monitor 54 is
In addition to the hangars 10, 20, 30, and 40, they are installed at required places in the hospital.

The extraction of the medical chart in the automatic document management system configured as described above will be described with reference to the flowcharts shown in FIGS.

First, as shown in FIG. 2, when an outpatient fills out the necessary information on a prescribed form and submits it to the hospital for acceptance, the acceptance lady hosts the prescribed data such as the patient's name and date of birth. It is input to the computer 60 and transferred from the host computer 60 to the management computer 50. Alternatively, input is performed using the keyboard 52 as an input terminal of the management computer 50 (S1). This input data is transferred from the management computer 50 to the host computer 60, and it is checked whether or not the ID number of the patient is registered. If registered, the ID number is searched. What is the condition of the patient's personal chart, that is, the patient's chart is the first?
~ Which of the fourth storages 10, 20, 30, 40 is in storage or is being rented out is detected (S2).

This search is carried out by searching a management file consisting of a master file and an extraction file. In the master file, as shown in FIG.
Storage boxes 10 and 2 for medical records etc. with the ID number
The states (0, 30, 40) (stored hangars), destinations of respective medical records, etc., dates and locations of delivery to the destinations are recorded and saved.

Therefore, by searching this master file, it is possible to know what state the relevant file of the patient is, for example, in which storage box the medical record of the patient is stored. If the patient's medical record has not been stored in any of the storages, the destination of the medical record, the date it was sent, etc. are checked.

The take-out file is provided for each of the storage shelves (“XX” machine) for the first to third hangars 10, 20, and 30, and the take-out file of the first hangar is , As shown in FIG.
As shown in FIG. 9, an ID number, a takeout type, a delivery destination, a location, a number, a takeout type, a delivery destination, a location, a delivery port, and a flag are shown in the takeout files of the second and third storages 20, 30. Flags are recorded and saved. Regarding the fourth storage 40, an extraction file is provided for the entire storage, and the extraction file has an ID.
The number, takeout type, destination, location, and flag are recorded and saved.

Therefore, by searching this extracted file, for example, regarding the first storage 10,
You can see in which storage rack the file is stored and from which outlet it can be taken out.

Based on the above check results, it is determined whether or not the patient's medical record or the like can be taken out, and the patient's medical record is stored in any one of the first to fourth housings 10, 20, 30, 40. If it is in the warehouse and it is judged that it can be taken out, the chart is taken out as follows.

If there is an input error or the like in step S1, it is output to the printer 53 or the monitor 54 (S24), and the input operation is performed again.

(1) When the medical record is stored in the first storage box As shown in FIG. 3, the management computer 50 stores a plurality of delivery ports of the first storage box 10 based on the extraction file. Of these, the optimum exit port is determined (S3), and an instruction to issue the chart is issued to the automatic entry / exit mechanism that is in charge of the storage shelf in which the file is stored (S4). Then, the automatic loading / unloading mechanism is activated to take out the chart, and the chart is placed on the truck from the determined exit port and sent out. Here, it is confirmed whether the extracted chart is the target chart (S5), and if it is the target chart, the management file is updated as follows (S23). That is, as shown in FIG. 7, the state of the medical record or X-ray film having the ID number is changed to “Under extraction”, and the destination is “XX”.
X ”and the date are changed to“ XXXXXXX. ”After the master file is updated, the extraction file is also updated.

(2) When the medical record is stored in the second storage box As shown in FIG. 4, the management computer 50 causes a passage of a storage shelf in which the medical record is stored based on the extraction file. The display lamp is turned on (S6). Here, it is judged whether it is the automatic mode or the manual mode (S7),
In the automatic mode, the auto rack automatically moves to form the take-out passage (S9). In the manual mode, when the operator pushes the passage forming switch provided on the illuminated storage rack. (S8), the auto rack moves to form an extraction passage (S9).

At this time, the management computer 50
Since the light emitting chip attached to the holder that is filing the chart is turned on (S10), the operator can immediately find the target chart,
The chart is taken out (S11).

Then, the bar code attached to the extracted chart is read by the bar code reader 51, or
Alternatively, when the data is input to the keyboard 52 (S22), the data is sent to the management computer 50, and the management computer 50 updates the management file as described above (S23).

(3) When the medical record is stored in the third storage box As shown in FIG. 5, the management computer 50 stores the medical record in the printer 53 or the monitor 54 based on the extracted file. The storage shelf number and the location data stored are printed or displayed (S12), and the passage display lamp of the storage shelf in which the medical record is stored is turned on (S13). Here, it is determined whether it is the automatic mode or the manual mode (S14), and in the case of the automatic mode, the auto rack automatically moves to form the take-out passage (S1).
6) In the case of the manual mode, when the operator presses the passage forming switch provided on the lit storage shelf (S1
5) Since the auto rack moves to form the extraction passage (S16), the operator enters the formed passage and
Search for the desired chart from the storage shelf and take it out (S1).
7).

Then, the bar code attached to the extracted chart is read by the bar code reader 51, or
Alternatively, when the data is input to the keyboard 52 (S22), the data is sent to the management computer 50, and the management computer 50 updates the management file as described above (S23).

(4) When the medical record is stored in the fourth storage box As shown in FIG. 2, the management computer 50 stores the location data in the printer 53 or the monitor 54 based on the extracted file. Print or display (S1
8). The operator searches for and retrieves the chart based on this location data (S19).

Then, the bar code attached to the extracted chart is read by the bar code reader 51, or
Alternatively, when the data is input to the keyboard (S22), the data is sent to the management computer 50, and the management computer 50 updates the management file as described above (S23).

On the other hand, when the medical chart is rented out, the fact that it is "rented out" and its "destination" are printed or displayed on the printer 53 or the monitor 54 (S2).
0), obtain the medical record from the destination (S21),
When the barcode attached to the chart is read by the barcode reader 51 or input to the keyboard 52 (S22), the data is sent to the management computer 50, and the management computer 50 operates as described above. The management file is updated (S23).

Next, a case of warehousing the chart taken in the above manner will be described with reference to full b featurization <br/> preparative shown in FIG. 10. When storing a medical record, it is basically returned to the first storage 10.

As shown in FIG. 10, the operator causes the bar code reader 51 to read the ID number of the patient attached to the chart to be stored or inputs it to the keyboard 52 (S31).

Next, it is judged whether or not it is necessary to replace the holder that is filing the chart to be stored (S32). That is, the second, third, and fourth hangars 20,
When the medical charts taken out from 30, 40 are to be stored, it is necessary to replace them with the holders for the first housing 10. If the holder needs to be replaced, the first hangar 1
After exchanging the holder for 0 (S33), the chart is set on the carriage for loading and unloading (S34). If it is not necessary to replace the holder, the chart is set on the carriage as it is (S34).

Then, when the cart is sent into the first storage 10 from the storage port, the thickness of the medical record is detected by the thickness detection sensor provided in the automatic take-out mechanism, and the medical record is transferred to the first storage 10. It is determined whether or not the thickness can be stored (S35). Here, when the thickness is such that it can be stored in the first storage, the automatic storage mechanism continues the storage operation.

When the warehousing operation is completed, the warehousing state is displayed on the monitor 54, and warehousing confirmation is performed (S36).
When the warehousing is completed, a warehousing completion signal is transmitted to the management computer 50, and the management computer 50 updates the management file (S37). On the other hand, step S
In 36, when the warehousing is not properly performed, the warehousing operation is performed again.

In step S35, if the chart is not thick enough to be stored in the first storage case 10, it will be stored in the second storage case 20 as described below (S38). First, the holder in which the medical record file to be stored is filed is the holder for the first storage 10, so this is replaced with the holder for the second storage 20 (S39).

Then, the ID number and the light emitting chip number are input from the keyboard 52 (S40), and the chart is stored in an arbitrary location on the shelf (S41). Here, the lighting check of the light emitting chip is performed (S42), and if the light emitting chip is normally lighted, the storage chart number is input to the management computer 50. The management computer 5
0 updates the management file and the extraction file based on the input data (S37).

As described above, in the automatic document management system, the charts taken out are returned to the first hangar 10 which is provided with an automatic loading / unloading mechanism in principle, and only the thick charts which cannot be stored in the first hangar 10 are stored. Since it is returned to the second storage box 20 equipped with a light-emitting chip that can be easily taken out, medical charts that are frequently used are always gathered in the first or second storage boxes 10 and 20, and can be quickly put out and put in.

Next, the relocation process and the purge process will be described with reference to the flow charts shown in FIGS. 11 and 12. The relocation process here is
Of the medical charts stored in the first or second hangars 10 and 20, since the patient does not come to the hospital for a predetermined period, the medical charts that have not been stored and stored during that time are stored in the third hangar 30 as inactive medical charts. The purging process means that among the inactive medical records stored in the third storage 30, the medical records that have not been put out and stored for a certain period of time are discarded, and the purge is stored in the fourth storage 40. This is the process to do.

In the relocation process, as shown in FIG. 11, first, the operator inputs an instruction to that effect from the keyboard 52 to the management computer 50 (S5).
1) The ID number of the chart to be relocated, the storage location, and the designated location to be stored in the third storage box 30 are printed or displayed on the printer 53 or the monitor 54 (S52).

When the chart is stored in the first storage 10, the chart is automatically taken out by the automatic loading / unloading mechanism (S53, S54). In addition, when the medical record is stored in the second hangar 20, as described above, the aisle display lamp of the storage shelf in which the medical record is stored is turned on, and in the automatic mode, it is automatically Since the auto rack moves to form the extraction passage, and the light emitting chip attached to the holder filing the chart lights up (S53), the operator enters the extraction passage and changes to the illuminated light emitting chip. Based on this, the medical chart is taken out (S54).

After taking out the file, the operator puts the holder in which the chart is filed into the third folder.
The holder is replaced with a holder for the hangar 30 (S55), and the holder is stored in the third hangar 30 based on the designated location (S56).

Finally, when the operator confirms receipt of goods,
The management computer 50 updates the management file and the extraction file (S57).

In the purging process, as shown in FIG. 12, first, when the operator inputs an instruction to that effect from the keyboard 52 to the management computer 50 (S61),
The printer 53 or monitor 54 prints the ID number of the chart to be relocated, the shelf number of the chart stored in the third storage box 30, the location data, and the designated location to be stored in the fourth storage box 40. It is displayed (S62).

Then, as described above, the passage display lamp of the storage shelf in which the chart is stored is turned on, and in the automatic mode, the auto rack is automatically moved to form the extraction passage. (S63), the operator enters the extraction passage and takes out the chart from the storage rack (S64).

After the operator takes out the file, the operator puts the holder in which the chart is filed into the fourth folder.
It is exchanged for the holder for the hangar 40 (S65), and is put into the fourth hangar 40 based on the designated location (S66).

Finally, when the operator confirms receipt of goods,
The management computer 50 updates the management file and the extraction file (S67).

As described above, if the relocation process is performed regularly, the charts that are rarely used are not stored in the first and second storages 10 and 20 for a long time, and the charts can be taken out quickly. First and second hangars 10,
Only medical charts that are frequently used are always stored in the storage box 20, and the storage cabinet can be used efficiently.

Similarly, by periodically performing the purging process, the medical records to be discarded are collected in the fourth storage 40, and the medical records can be smoothly discarded.

In this embodiment, the case where the present invention is applied to the management of medical charts in a hospital has been described, but the present invention is not limited to this, and it is needless to say that it can be applied to the management of general office documents. .

[0060]

As described above, the automatic document management system of the present invention divides the hangars to be stored according to the frequency of use of the documents, and the hangar where the frequently used documents are stored has an automatic access mechanism and a display. Since the means is provided, documents that are frequently used can be quickly taken in and out, and work efficiency can be improved. In particular, for documents that are frequently used, since the hangar is changed depending on the thickness thereof, there is an advantage that the storage space can be effectively used. Therefore, according to the present invention, it is possible to provide an automatic management system for document articles, which allows a required document to be put in and taken out quickly and is small and easy to install.

Further, since the documents once taken out are returned to the first and second hangars that can be quickly put in and taken out, the frequently used documents are first and second.
Can be naturally collected in the hangar.

Further, among the documents stored in the first and second hangars, the documents which are not requested to be taken out for a certain period of time are moved to the third hangar, so that
Documents that are rarely used in the first and second hangars are not stored for a long period of time, and documents can be quickly taken in and out.
And the second storage can be effectively used. Further, among the documents stored in the third hangar, the documents which have not been requested to be taken out for a certain period of time are moved to the fourth hangar, so that the documents corresponding to the disposal are collected in one place, and Disposal processing can be performed smoothly.

[Brief description of drawings]

FIG. 1 is a configuration diagram of an automatic document management system showing an embodiment according to the present invention.

FIG. 2 is a flowchart showing a document delivery process in the document automatic management system of the above.

FIG. 3 is a flowchart showing a document delivery process in the document automatic management system of the above.

FIG. 4 is a flowchart showing a document delivery process in the document automatic management system of the above.

FIG. 5 is a flowchart showing a shipping process in the document automatic management system.

FIG. 6 is a conceptual diagram showing a master file.

FIG. 7 is a conceptual diagram showing a state in which a master file is updated.

FIG. 8 is a conceptual diagram showing an extraction file.

FIG. 9 is a conceptual diagram showing an extraction file.

FIG. 10 is a flowchart showing a warehousing process in the document automatic management system of the same.

FIG. 11 is a flowchart showing a relocation process in the document automatic management system.

FIG. 12 is a flowchart showing a purging process in the automatic document management system of the same.

[Explanation of symbols] 10 First Hangar 20 Second Hangar 30 Third Hangar 40 Fourth Hangar 50 management computer 51 barcode reader 52 keyboard 53 printer 54 monitor

─────────────────────────────────────────────────── ─── Continuation of the front page (56) Reference JP-A-4-164703 (JP, A) JP-A-3-177207 (JP, A) JP-A-3-73703 (JP, A) JP-A-1- 92782 (JP, A) JP 61-183780 (JP, A) Actual development 61-192366 (JP, U) (58) Fields investigated (Int.Cl. ⁷ , DB name) B65G 1/137 B65G 1 / 04 541

Claims (4)

(57) [Claims] 1. A first hangar for automatically storing or taking out a document having a predetermined thickness or less and having a high frequency of use, which is marked with a code according to a storing or taking-out command, by an automatic loading / unloading mechanism. A second hangar in which a holder provided with a display means that operates in response to a storage or take-out command is attached to the stored document, and a document which is more than the predetermined thickness and is frequently used is stored together with the holder. A third hangar for storing infrequently used documents, a fourth hangar for storing extremely infrequently used documents, an input unit for inputting a code of a required document and a storage or retrieval command, and each of the hangars Storage means for storing the code of each document stored in each and the destination code of each document, output means for outputting the storage information of each document stored in each said storage, and each said document Management files that keep track of the current state of
And the current status of the documents recorded in the management file.
Referring to the code of the document for which the take-out command is input from the input means, it is searched to which hangar the document is stored, and if it is stored in the first hangar, the automatic loading / unloading is performed. Activate the mechanism to retrieve the document,
When it is stored in the second hangar, the display means of the holder attached to the document is operated to operate
In the case where the data can be taken out by the data and is stored in the third hangar or the fourth hangar, which one of the hangars is stored is output to the output means to allow the operator.
It is possible to take out documents and take out and store documents
And a control means for updating the management file . 2. When storing a document, as a general rule, the document is stored in the first hangar, and a document having a thickness not less than the predetermined thickness that cannot be stored in the first hangar is stored in the second hangar. The automatic document management system according to claim 1. 3. The document according to claim 1 or 2, wherein, of the documents stored in the first hangar and the second hangar, a document that has not been requested to leave for a predetermined period is stored in the third hangar. Automatic management system for listed documents. 4. The document according to claim 1, 2 or 3, wherein documents out of the documents stored in the third hangar that have not been requested to leave for a predetermined period are stored in the fourth hangar. Automatic management system.