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How to Batch-Submit Records From Your Database to a Web Form

Web forms are extensively used over the internet for data entry. There are many reasons why they're so popular, but the main of them is that they're easy to code and that they suit many purposes: you can send orders, request additional data, or assistance from a software developer.

On an industrial scale, web forms are widely used for data validation. Data validation can mean thousands of records processed daily. Think a middle-sized bank needs to validate data on 1'000-2'000 customers on daily basis.

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So how does it usually happen in real life?

Say a bank has a database for their clients. The database provides a separate table with data on clients registered today. And these records should be submitted to a web form for data validation.

Until recently, there have only been two ways to process these new records:

1. Manual data entry. That means, hire an assistant and they'll enter the data manually.

2. Writing a custom script that automates the procedure so that it processes the records and sends them to the form one by one.

Still, these two options may prove inefficient and costly. Submitting a record manually may take up to 20 minutes, depending on the form complexity. In most cases, that'll take 2 to 5 minutes. So it'll take roughly 3000 minutes or 50 working hours to enter the records for clients registered just in one day.

So if you wouldn't like to hire six data entry assistants full-time, you may turn to option 2. Sure, this'll require some initial development and integration effort but it will solve the problem and will be more effective in the long run.

Which is Better Electronic Document Storage Or EMR?

An Electronic Document Storage solution simply replaces your filing cabinets/paper charts with electronic charts. This option is popular in NYC because it is much cheaper (1/20th the cost of a full-blown EMR/practice management system) and simpler to implement (can be deployed in a few days).

Doctors and staff continue to capture office visit information using the existing paper forms. The office usually hires a bunch of high school students that spend a few weeks scanning the patient paper records into the system. This process can proceed in parallel with the current office operations without any disruptions.

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Electronic Batch Record Design Considerations

Once all paper records are scanned in, the doctors and staff can access all patient records electronically in seconds from any location. The staff simply scans the paper charts after a patient encounter or at the end of the day as a batch process.

A basic Document Storage solution requires the following:

  • $1,000 – Medium end scanner (used by staff for general scanning)
  • $3,000-$5,000 – High-speed scanner (used for batch scanning)
  • $5,000-$10,000 – Electronic Document Storage software
  • $3,000 – file server to host Electronic Document Storage software
  • $1,000 – training

Total costs $13,000-$20,000 (total costs regardless of the number of physicians)

If you are a small office then you can reduce the training, remove the file server for total costs of under $10,000. The system can be set up in 1-2 days. Maintenance costs and support are minimal.