Healthcare organizations that implement the best document management software (DMS) can reap the benefits right away. From better document workflow automation, to document version control, to high levels of security and easier adherence to HIPAA regulations, the system is set up to help these organizations greatly streamline paperwork and processes for increased productivity. We’ve pulled together two recent case studies that demonstrate just how effective a DMS can be in helping healthcare organizations reach their productivity goals.
Related: Maximizing Productivity with a DMS: What You Should Know.
Recently, DigiDoc had the opportunity to help a major hospital company that encompassed more than 120 regional companies across 29 states. They were seeking a web-enabled system to help the purchasing staff from each hospital place and track orders for existing documents, create new documents, convert paper forms and other documents into electronic documents, and also store and distribute frequently used documents.
We designed a customized document management software (DMS) based on their specific needs and connected all locations through this centralized portal. We also eliminated duplicate documents, combined similar documents, and identified and discarded obsolete documents. With many of the hospitals located in remote rural environments, it was essential to help them gain reliable internet service and equip personnel with the right skill sets for navigating the DMS. As with all the best document management software implementations, good training was imperative, and document workflow automation was key.
The management company has reported millions of dollars of savings attributable to this new system, as well as increased productivity. Since workflows are optimized through document automation and documents are properly secured, it’s simple to search documents, they are updated hourly for excellent document version control, and access is limited to only authorized personnel, so all data and processes are protected and HIPAA compliant. The company reports that the reduced costs of creating, producing, and tracking innumerable documents have contributed to a large amount of savings, as well as the enormous amount of time their staff has saved managing the thousands of documents handled by the hospitals every day. The DMS has been a game changer.
Another hospital system also recently saw the difference one of the best document management software platforms can make. It was grappling with a veritable mountain of paperwork in the shape of medical forms, manuals, training materials, brochures, and policy guidelines regarding HIPAA compliance. To make the transition to electronic document management, the healthcare organization took shelves of binders at sixteen nursing units and moved them online; the DMS then housed more than 2,000 documented patient care standards and procedures, files which require constant updating to be compliant. In the past, the staff had used outdated versions since forms looked so similar; the DMS solved this with document version control and document automation.
As with the first hospital system, St. Peter’s also saw increased productivity. All documents are now online with date stamps, and new files are highlighted so they’re instantly findable. With customizable homepages, staff can view their most frequently used files to save time, and they’ve eliminated the wasted time spent storing, duplicating, and distributing hard copies with document automation. Even the newsletter got an upgrade; employees are directed to a link on the site where it’s housed, eliminating overages to the server space used when the newsletter was distributed through email.
Overall, they’ve cut significant costs and saved time, greatly increasing productivity. The organization estimates that through document automation, creating, editing, and publishing these documents is now accomplished in three weeks versus three months.
Related: The Real Cost of Paperwork: Increase Savings with Healthcare Document Management Software.
Would you like to see how a DMS can help your healthcare organization do the same? With document automation, document workflow automation, document version control, and other smart features, the best document management software platforms can change your business. Reach out today for a free consultation, and learn how DigiDoc can give you increased productivity and help you take your care to the next level.