Healthcare establishments constantly handle documents in its operations on a daily and even on an hourly basis. Many of these involve crucial information necessary in making critical and timely decisions to improve services to patients. Thus, it is important that these establishments have efficient, time-saving and secured healthcare management document solutions.
Features of efficient document management system (DMS)
While healthcare operations traditionally involved the handling, filing and retrieving of physical documents, such a system can be time-consuming and costly in the long run especially if the establishment has been in operation for years. A modern document management for healthcare facilities, when consistently implemented correctly, can save your medical professionals and staff a lot of time so that they can attend to more important matters i.e. serving patients.
Below are some features to consider for an efficient DMS in your healthcare establishment.
Quick input of document/information
Even if your facility fully embraces digitization, there will still be some healthcare transactions that require processing of physical documents. Efficient healthcare management document solutions, however, should allow employees to quickly and conveniently process, store and retrieve data into the system, and thus, saving time and energy.
For example, a scanner can conveniently turn physical documents into digital files in an instant. Opt for a multifunctional copier/printer/scanner with built-in software capable of storing digital files to a cloud or sending them through email.
Also, consider integrating an online pre-appointment form as part of your document management for healthcare transactions to further minimize the use of printed forms when dealing with clients.
Easy access to information anytime, anywhere
Whether it’s your doctor accessing patient files, the accountant seeking billing information or a reception staff in need of specific information, an efficient DMS with online capabilities allows employees to access data that they’re authorized to retrieve when they need it wherever they are i.e. in their office with a computer, outside the city or country with a laptop, or on their smartphone or tablet as they head towards the patient’s room.
Automated handling of information
An efficient DMS allows for the indexing and cataloging of files to organize information into their proper folders and sub-folders. Employees may have to spend time adding tags and labels to the files, but this is way much faster than when sorting out physical documents and arranging them manually into cabinets. A DMS is even better if you can add calendar items for time-sensitive information and the system will automatically create the due dates, reminders and/or task lists at the right moments.
Structured workflows for effective collaboration
DMS is not just for document storage, especially in healthcare facilities. A healthcare-related document may have to go through various contact points as it gets checked, revised and/or approved, among other things. Efficient document management solutions should include the creation of structured workflows wherein you can plan who is authorized to see, change and/or approve a document in specific cycles. Aside from making the entire document cycle seamless, this also ensures that sensitive information is secured and doesn’t get in the wrong hands.
Strong security and access-control features
Healthcare establishments handle a lot of sensitive information. A good DMS should have equipment and software with strong cybersecurity features to keep information safe and secure. There should also be a rigid access-control system that only allows authorized personnel to access certain confidential documents.
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