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5 Questions to Ask Before Implementing Document Management

Document Management and AutomationMany companies are unsure as to whether they should begin implementation of a document management system to automate their business processes. It seems to be a growing trend in the business world especially among corporate offices where the workflow is teaming with paper documents, but is it a good fit for every business? More importantly, is document management a fit for your business? Below are a few questions to ask yourself before making a complete transition into a paperless office.

  1. Are you and your employees overwhelmed by large amounts of paper documents and files? One of the first considerations to make when contemplating a document management system is obvious- the paper flow. If an excessive amount of paper in your business process is starting to make the process inefficient, it’s time to start looking into alternatives. A paperless workflow will eliminate the inefficiencies caused by an overwhelming amount of documents.
  2. Are you spending far too much time looking for lost or misplaced documents? Another point to consider is how much time you or your employees are spending on searching for documents on a daily, weekly, or even a monthly basis. Document management systems will enable you to store all your paper files in one centralized location-the cloud- where you will have instant access to any documentation that your personnel may need. Simply type in a keyword and your query will pull up the document you requested.
  3. Are there undue lag times in coordination between different departments or offices? Paper
    documents tend to slow down synchronization in a company for the simple reason that it is not the fastest way of dispersing information. For that matter, neither is email. Document management systems put your important files up to the cloud, making them easily accessible to anyone, anywhere.
  4. Are your business critical documents secure from unauthorized access and theft? Scanning documents and storing them in the cloud can allow for enhanced security of said documents. The digitized files can be password protected and accessed only by authorized personnel.
  5. Have you implemented a disaster recovery plan? Many companies rely on their business-critical documents to operate on a day-to-day basis. During calamities and natural disasters such as fires or floods, many of these documents are lost or destroyed and subsequently the business cannot survive.

Best Practices and EMR Platforms are Vital to Protect Patient Info

Aside from a major epidemic, security breaches can be the worst nightmare of any respected health provider. WABC 7’s John Einiger reported about the theft of the personal information of almost 97,000 patients in Long Island, NY. While NRAD Medical Associates (the practice concerned) and state authorities have already taken steps to contain the incident, people are still reminded to take situations like this very seriously:
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How Important is Reliable and Secure Document Storage for Businesses?

It’s hard to deny that data theft is prevalent in the U.S., with the government admitting that it is an on-going problem. Judy Greenwald, specialty writer for Business Insurance, cites appalling data theft statistics for 2014, with 368 cases having been reported so far by the non-profit organization Identity Theft Resource Center. Surprisingly, the medical and healthcare sector, historically the most common targets of such a crime, fared better compared to other industries:
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Integration of EMR Platforms Herald The Future of the Health Industry

Twenty-first century Information Technology (IT)—along with government policy guidelines on Electronic Medical Records (EMR)—is ushering a sea-change in the modern health industry. Enhanced EMR platforms and automated payment systems, for example, significantly cut down paper resources in hospitals and medical centers. Patients, doctors, and nurses would have fewer paperwork to deal with as these systems are further refined.

EHR Adoption

With the help of IT companies like Spectrum Information Services, healthcare facilities are adopting new techniques in data management. More and more community health centers are adopting the paperless system of document management to improve resource efficiency while easing the demand on the environment. Fred Pennic, in a recent article for HIT Consultant, writes:

“Community health centers provide care to people regardless of their ability to pay or health insurance status. In 2012, the centers treated 21 million people, of whom nearly eight of 10 had public insurance or were uninsured. The new survey finds that 85 percent of FQHCs reported they had achieved advanced HIT capabilities in 2013—meaning they could perform at least nine of thirteen key functions, such as e-prescribing medications. FQHCs adopted HIT at higher rates than office-based physicians, including large practices and large integrated health care systems.”

EMR Platforms

While more hospitals and community health centers are pushing this drive towards better data management, patients, in turn, benefit from EMR through quicker and more systematic record-keeping of their files, which results in quicker access, proper tracking, and more accurate mapping of diagnoses. This can only result in better treatment plans for patients.

Furthermore, healthcare professionals will find several advantages to using EMR platforms. It is easier to transfer and share patient data to the appropriate medical staff. Doctors can access information more easily, thus saving time—and storage space. Just imagine the cabinets of files that you still see in offices and rooms of old hospitals; the sight of those should soon be on its way out. This increased efficiency and improved documentation system will allow for more patients to be treated. Quicker diagnoses from improved document management systems will also help doctors move more competently from patient to patient.

Automated Payment

IT upgrades also allow for medical institutions to install efficient accounts payable automation. Billing patients can be difficult with the additional complex processing of insurance. An automated system offers a paperless environment while relying on more accurate and faster computing systems. Audits are also made easier. These are benefits that respond well to the challenges that confront an increasingly more complex medical care industry.

(Source: Survey: EHR Adoption Rates Up 133% in Community Health Centers HIT Consultant, May 20, 2014)

Secure Document Storage through Reliable Document Management Systems

Companies take every step necessary to feel that the important and confidential documents they keep are safe. On the other hand, companies also believe easy access to information is key to efficiency, not to mention, a benefit that lures clients to their site. Trying to balance security and accessibility is one of the main challenges many companies face as they upgrade their information management systems.
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Tips on Integrating Document Scanning Services in Health Care Centers

The concept of electronic medical records (EMR) promise efficiency for both patients and health care providers alike. On the one hand, it allows for fast delivery of care services without the patient being held down by paperwork and finance issues, while on the other hand, it allows clinics and hospitals to maintain a more streamlined system from creating medical records to working with insurance companies. As you implement the EMR system in your practice, you should find yourself needing reliable document scanning services for areas like the following:
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Document Management Services and other Tips for a Paperless Workplace

If you consult a reliable document management and storage company to provide you with efficient document management services, you will find that among the many measures its team of professionals would recommend, digitizing and automating the workplace is top priority. This is because many conventional office processes and norms are now considered ‘unhealthy’ for the environment. Excessive use of paper documents, for instance, unnecessarily wastes paper. If you want to get your office in on the green movement, here are some tips to reduce your paper consumption:
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From Paper to Pixels: Expediting the Shift to Reliable EMR Platforms

With President Barack Obama’s approval of stimulus funds totaling $19 billion to implement Electronic Medical Record (EMR) systems by 2015, healthcare providers need to comply and work with IT specialists for their ideal system. EMR systems boost the healthcare industry’s records management, making data readily available on demand. However, many healthcare providers are still in the process of learning how to switch to a digital document management system. Read more +