docMD:

Hospital Librarian's Implementation Guide

   This Guide is to help step you through the processing of implementing docMD at your hospital. This is an evolving document. As such it is very important that you provide feedback as you step through the process.

STEP ONE: Project Overview

   Visit the docMD Web site at http://docmd.med.ohio-state.edu and refamiliarize yourself with the project goals, objectives, and processes. Make sure to ask any questions or seek clarification!

STEP TWO: Surveys

   Complete the surveys and return the results to Eric Schnell (schnell.9@osu.edu.) The surveys are available at: http://docmd.med.ohio-state.edu/resources.html. At the same time, you may wish to begin gathering email addresses of your users.
  • Project Librarian Survey (MS Word format)
    This survey is for the hospital librarian(s). Feel free to have any library associates answer it as well.
  • Customer Technical Survey (MS Word format)
    Send to frequent library users and those who have requested ILL documents in the past.
  • Customer Attitudes Survey (MS Word format)
    Send to frequent library users and those who have requested ILL documents in the past.
  • Customer Combined Survey (MS Word format)
    (Both of the previous two surveys in one tool.)
  • Library Turn Around Time Study (MS Word format)

STEP THREE: Acrobat Reader

   Adobe Acrobat Reader needs to be on any computer to be used for docMD to open the article PDF files. Acrobat Reader can be downloaded for users by the hospital information technology staff or the user, depending on the hospital's policy. The librarian may have to help. It is very important to make sure Acrobat Reader is on the Hospital Library's computer(s) first so you can help your customers!

Adobe Acrobat Reader is available at:

http://adobe.com/products/acrobat/readstep2.html

STEP FOUR: Marketing

    Market the docMD service in your hospital. Use any tools available to you "in house" and feel free to use any of the tools we have created:

  • Sample FAQ web page for your customers. You can make a link to this customer FAQ from your hospital library homepage, or use it as a template.
  • Sample Newsletter article. Use this as a template to create an article for any local newsletters, etc.

STEP FIVE: Change DOCUSER Profile

After you have done all the above the last thing you need to do is activate the service. This is done by modifying your hospital's DOCLINE profile. The steps needed to do this are:
  1. Log in to DOCLINE and click on DOCUSER and then click on Update.
  2. Go to the INTERLIBRARY LOAN tab.
  3. At the top left box (it defaults to "charges") pull down the menu and click on: ROUTING PROFILE.
  4. In the box "ARIEL IP" you will type: 140.254.71.115
  5. In "Comments" type: "PREFER Ariel: 140.254.71.115. Put Patron email on cover"

*** Keep comments short so your request does not go to two pages. This might make Resource Libraries miss part of the Comment! It is important to alert Ariel lenders that the email address must be typed onto the cover sheet. This is important in posting the document accurately in the docMD server!

STEP SIX: Routing docMD requests

  1. Select ARIEL transmission (in the DOCLINE Routing Instructions area, it is a pull down menu called "Network Delivery."
  2. If you want to try hospital libraries without ARIEL first, before the Resource Libraries, select MAIL (it defaults to MAIL) and then put in a Comment: " Prefer Ariel: 140.254.71.115. Put patron email on cover" on each request. ****When you select ARIEL as your specified delivery method, your request ONLY goes to libraries that provide ARIEL service (usually Resource Libraries and NLM, which will charge their usual fees).
  3. Very Important: Place PATRON'S EMAIL address in the PATRON name area. EXAMPLE: seh4@cwru.edu/Hill, Susan/Cardiology

Questions:

What happens if a customer does not have the ability to receive DocMD documents (No Acrobat Reader or no Email address)?

   The goal of this project is to get the document directly in the hands of the requestor in electronic format. The project could be used as an opportunity to educate the health professional about the Internet and the library. Do what you can to get them to establish an email account, and perhaps more importantly, in the habit of reading their mail.

   If getting a customer active in the project just doesn't work, place the Hospital Librarian's (or staff members') email address in parentheses with the patron name in the PATRON area. The docMD staff will send the article to you. You can open the article with the supplied password and print it for the patron. Example: Patron: Warner, T(seh4@cwru.edu). If you do this, keep the real patron name there for statistics. Remember: Having the article go directly to the patron will save you time!

   Adobe Acrobat Reader needs to be on any computer to be used for docMD to open the article PDF files. Acrobat Reader can be downloaded for users by the hospital information technology staff or the user, depending on the hospital's policy.

Adobe Acrobat Reader is available at:

http://adobe.com/products/acrobat/readstep2.html

How are DocMD requests billed?

   The lending libraries will bill you according to their current fee schedule. Nothing will change with billing. Your customers will receive their articles many times faster, without a RUSH charge.

May 14, 2003