How Healthcare Document Management Software Connects Hospital Departments

The most effective healthcare systems have eliminated silos. They’ve merged their vast departmental structures into a streamlined system that connects their personnel, enhances their communications, and increases efficiency for all involved. Using a healthcare document management software (DMS) that integrates their electronic document management software (EHR) in one dashboard, they can effectively increase the quality of healthcare for all involved by bringing all departments together in one place.

Delivering Documents Across Departments

The best healthcare document management software plays a critical role in an organization’s various functions, from patient intake to treatment to billing and beyond; it touches every aspect of the all-important patient experience. It also integrates well with an existing electronic document management software system. For interdepartmental communication that supports better patient outcomes while increasing the organization’s overall operational efficiency, a DMS connects departments in three important ways: It streamlines document handling, standardizes document names and classifications, and enhances collaboration. Let’s take a closer look at how it achieves these objectives.

Streamlines Document Handling

When a hospital implements a DMS, they create a comprehensive and cohesive platform to store, organize, share, secure, and access information in real time. A DMS serves as one up-to-date repository for the large amounts of healthcare data generated each day. It can be connected to existing electronic document management software to capture medical files. It can also house intake documentation, radiology imagery, physician notes, prescriptions, other important medical records, and invoices from accounting, as well as documents from external providers. These files can be standardized using the same classifications and naming conventions so they’re easily cataloged and searchable in categories or folders aligned with departments, patient types, or document types. This organizational approach is crucial to healthcare systems, which typically manage multiple functions and locations.

Enhances Collaboration

A DMS is built for collaboration. It has several capabilities in place to encourage easy sharing, such as automated workflows that ensure documents go through the proper channels and approvals and don’t get lost in email chains. The best healthcare document management software is cloud-based, so personnel in various locations can access it, and all users can log in 24/7, whether remote or in the office. Most importantly, it’s protected with secure access, which ensures only authorized employees can access specific information based on their roles and responsibilities. This ensures sensitive patient data stays protected across channels. Through these features, different departments can collaborate more effectively.

Related: Transformational Power of Fully Automating Document Dependent Work.

Ensures Compliance

Both hallmarks of compliance, confidentiality and privacy are paramount in the healthcare industry. The best healthcare document management software has strong protections in place to safeguard both. It offers excellent version control to guarantee all users are accessing the most recent document. Since changes in patient treatment plans, conditions, or protocols happen often, it’s essential that the DMS maintains version control. Organizations must train users on ensuring they’re accessing only the most updated documents. A track change capability also keeps healthcare organizations compliant as information shifts. Not only is this crucial for compliance, but it’s also critical for the best patient outcomes.

Related: 3 Benefits of Document Version Control Software.

Streamline Silos with DigiDoc

Excellent healthcare begins with excellent collaboration. The best healthcare document management software solutions bring healthcare departments together through streamlined document handling, enhanced collaboration, and compliance measures, ultimately improving patient care and operational efficiency. It works with your electronic document management software to connect all users, across locations. To see how a DMS can break down silos and get all departments on one screen, reach out for a free demo today.