Many healthcare organizations get bogged down with the disadvantages of physical patient record keeping. While doing their best to maintain HIPAA compliance it is easy to lose control over physical document records and have them turn into a massive administrative expense. Additionally, the mass amounts of physical documentation make focusing on providing exceptional patient care more difficult, especially when most health records must be kept for a minimum of 10 years. Investing in a document management system for your healthcare organization can result in reduced costs, increased productivity, and easier compliance. Below we’ll discuss some of the top advantages of implementing electronic document and record management systems at your healthcare organization: 


#1 Reduced costs

By switching to a DMS, healthcare organizations can cut their costs in a few different ways:

  • Reduced Equipment and Material. The use of electronic file formats allows your company to reduce the use of printers, photocopiers, paper, ink and more. Often when these machines and their supplies go unmanaged this can be a higher cost than expected.  
  • Less Physical Storage Requirements. With a DMS your physical documents turn into digital, hosted on onsite servers or in the cloud. This eliminates the need for your outdated storage cabinets and closets. Time to turn this wasted space into something value adding!
  • Fewer Staff. When your documents are hosted digitally there is a decreased need for employees that log or retrieve physical health records. Your DMS ensures that all relevant information is available securely, easily, and digitally by anyone in your organization.
  • Decreased Retrieval Fees. If your current filing service is charging fees for retrieval and return, it’s time to say goodbye. By housing all of your files digitally through a DMS you can decrease or even eliminate this cost. 


#2 Improved security

Security can come in the form of ensuring your documents are safe from accidental harm as well as keeping them within compliance standards. While paper documents face the risk of being misplaced or destroyed by disasters such as floods or fires, electronic file formats are kept safe through numerous secure backup features. A DMS will ensure quick access to your documents whenever they are needed. 

Additionally, document management solutions provide security features such as employee name and time stamping throughout every stage of processing. This allows you to track who has had access to each file and when, some DMS systems also allow user control settings. By putting these settings in place, it furthers your security measures and ensures your documents are only accessible to the correct healthcare professionals.

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#3 Quicker processing 

With a DMS system you can transform your traditional paper-based processes into increasingly productive digital workflows. Currently you may have systems that require files to be hand-carried from department to department to ensure confidentiality, causing record requests to take hours and sometimes days. Document transfers done through your DMS will take only a matter of seconds, while also maintaining confidentiality requirements. 

It is also possible to set up rules within workflow processing that allows for specific user or department access rights. Some document management systems include additional features such as file segmentation and real-time collaboration. With these features it is possible for multiple users (such as the billing department and healthcare professionals) to update information on the same document at the same time. These features ensure compatible edits, while also saving version history for easy medical record management.    


#4 Increased patient satisfaction

While each of the above benefits brings its own advantage to why a DMS system is beneficial to healthcare organizations, when they are accomplished in conjunction, we also see a return of happier patients. A DMS system allows your whole organization to work in collaboration in real time, resulting in more efficient and secure processes that allot for more time focused on the patient experience.

The idea of switching to a document management system can seem like a large project and be discouraging, however another advantage to implementing a DMS is that it can be done in smaller batches rather than as a whole organization at one time. By taking this batch implementation approach it ensures you can handle any problems that may arise quickly and safeguard against them happening to the future phases. Throughout the roll-out your organization can begin to see the immense uplift in productivity and help you bring the whole DMS to fruition. 

To request an assessment today, visit MRC360 for more information.