An essential component of any successful healthcare organization is properly managing hospital document information from several sources, whether it is electronic or paper. A document management system allows medical institutions to capture, store and retrieve both paper and electronic documents and healthcare systems can immediately recognize the benefits to their operations. The system can also double as a policy management approval and review system that can save a healthcare organization a lot of time when conducting a survey or audit too.
1-Storage Space: Paper documents tend to occupy a lot of valuable space. From file cabinets to boxes, to storage bins, the clutter of documents can quickly add up. Implementing a software-based document management solution can free up this space and the paper documents that are required to be stored as hard copies can be easily stored in a less expensive offsite warehouse or vault.
2-Security: Document management systems also enhance the security of documents, especially those containing sensitive information that can have disastrous effects if misplaced or lost. A document management system also allows you to have better control over who has access and when they can use their access for these documents. Access can be regulated at the folder level for different departments and personnel. Additionally, it also maintains an electronic record of when documents were accessed and how they were modified using system messages and automated alerts.
3-Compliance: All healthcare organizations want to ensure that they don’t face fines, revoked licenses or liability as a result of not adhering to compliance requirements while handling their documents. HIPAA compliance requirements tend to be quite intricate and complicated with strict security and privacy guidelines. A document management system decreases the likelihood of non-compliance using automated features like recording retention schedules. This system makes it easier to categorize and store documents. Moreover, this system can be used for policy management to help distribute policies for readership attestation to ensure that employees are aware of important document updates and healthcare protocols which allows them to administer standardized care for patients.
4-Access: When a healthcare institution’s documents are stored in different locations it can be quite complicated and tedious when retrieving a document. It can be quite expensive as well. Consider the amount of time spent on manually filing documents, searching for documents, reproducing lost documents. Using a document management system, healthcare institutions can save on time and resources using features like retrieving files using a keyword or phrase, full-text search, indexing documents by categories, accessing documents remotely and integrating the document management system with various business applications like healthcare intranet or electronic medical health records systems.
5-Avoid Disaster: A document management system also features data backup and a disaster recovery plan. Using a digital archiving system, documents are protected from fire, flood or any other natural disasters. Additionally, as document management systems offer centralized storage of documents, healthcare institutions can avoid any risk associated with documents getting lost, misfiled or misplaced.
6-Use for Policy Management Approvals and Workflow: Usually document management systems allow healthcare institutions to store documents and use the system to keep a record of document workflow, reviews, revisions and approvals. In a healthcare scenario, there are several policies that require annual updates as to regulatory compliance. Implementing a document management system to organize this approval and review workflow can all but eradicate errors and the use of automation can decrease errors made in file keeping and editing.