Here’s a metaphor that might surprise you: Your healthcare organization is like a duck. By that, we mean that you may appear calm and unruffled on the surface, but you’re paddling frantically underneath. Your image is one of a consummate professional organization that provides high-quality services and products, but your backroom may be struggling to keep up with that image. Professionals spend half of their time searching for information, and there’s a high cost for it, too. Studies have shown that organizations spend six times more on labor to search for misfiled documents than was spent on the original filing of that document.
Has your healthcare organization grown in size and complexity? Are you struggling to find a document management system that keeps pace? There are many solutions out there, but you need one that solves the particular document difficulties that frustrate healthcare organizations:
Legacy systems—every organization has them, but effective organizations run on new technology as well. So often, document management solutions force you into a one-size-fits-all solution that doesn’t have the crucial business subcomponents you need. It is imperative to have integration across all systems—old and new—to ensure interoperability and document management across all of your business applications. This integration provides your organization the flexibility of choosing all of the applications that best fit your business needs, with a centralized document management system at the core of a successful approach.
Healthcare organizations strive for peak efficiency. Managing documents – and misplacing them – is a particularly troubling pain point for many organizations, because it’s so simple in theory but so difficult in practice. Not being able to access those documents is even more frustrating. A solution featuring centralized, cloud-based document access where everything is in one place allows everyone in your organization to utilize one central repository in accessing the information they need.
Of course, you want collaboration and transparency across your organization. You want to offer centralized document access to all of your team members. However, there is the reality of protection of patient, client and stakeholder information, thus the need for varying levels of access to the system based on roles. Software should offer certain rights and privileges to different team members. Permissions and levels of access available to individuals, groups, or departments may be restricted to others, all while keeping the information stored in a single, secure place. This offers the best of both worlds—the ability to grant your whole team access to enter notes and other patient information, coupled with the ability to tailor access to that data using permission features once it is in the system.
Effective file management software eliminates the issues of specific file-naming conventions and strict process adherence in hopes of retrieving the information. Software that uses these conventions cost businesses time and money with inefficiencies, and one wrong move could mean a lost document. Built in auto-filing ensures proper filing and retrievability.
Traditional filing places an emphasis on putting the documents into a system rather than on getting them out. Electronically housing your files in an organized hub means the end to the needle-in-a-haystack approach of searching for information. Technological tools like text search and optimized browsing software can reduce the time spent dealing with lost or misfiled documents. Your team’s productivity and efficiency will greatly improve.
Audits are an unavoidable part of the healthcare industry. How many times have you scrambled to compile all of the requested information for audit after audit after audit? Preparing audit responses can be a real burden—cumbersome and costly for your already overworked staff. Use of a centralized document access system can reduce days and days out of audit prep time. With the ability to regulate permission levels, you can easily grant access to the appropriate team to give the auditors their information seamlessly, quickly, and efficiently.
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