The healthcare industry is constantly changing, and as practices grow both organically and through acquisitions, it can be challenging to keep up with these transitions. As a health information manager (HIM) or other healthcare decision maker, some tools are especially helpful in this time of expansion. Document management software (DMS) is one of the most effective.
Related: How to Successfully Implement New Document Management Software.
Document management software is a centralized digital repository for all health-related forms and documents, including prescriptions, physician notes, medical imaging, intake-out forms, and any other information generated by external parties. With this centralized system, stakeholders from various healthcare locations or departments have access to all relevant patient information in real-time.
There are several ways that DMS is uniquely equipped to help you scale your healthcare organization. Here are some tools within the tool that prove immensely beneficial:
1. Security Tools: Through regulatory laws as well as good healthcare practices, your organization is required to protect sensitive patient information with the most robust security measures possible. Healthcare document management software is designed for maximum security, with several important features, including secure access, end-to-end encryption, intrusion detection systems and regular security audits, all necessary for growing organizations. Strong security measures must align with the guardrails necessary for HIPAA compliance.2. Compliance Tools: Keeping up with the latest HIPAA regulations can be difficult, especially with a paper-based system. By digitizing all documents, you’ve already met certain security requirements. Additionally, DMS has excellent version control, so users can only work with the latest version; this keeps people from using outdated or incorrect forms. Further, healthcare document management software helps catch the anomalies or mistakes that can occur from human error.
3. Workflow Efficiency Tools: Automation is key here. While much time is wasted emailing forms for approval and access, DMS cuts out that unsecured link with immediate access to all necessary forms and documents. It also has built-in automation workflow tools that allow users to shepherd paperwork through a pre-planned process to ensure that every step is completely correct. Whether it’s scheduling, billing, claims processing, or financial reporting, this can all be managed from DMS integrated seamlessly with your EHR system so you can scale quickly.
4. Organizational Efficiency Tools: Further, all forms and documents can be labeled with a standardized naming convention for easy searching as well as storage. Customizable templates and reporting help streamline operations. Related paperwork can be bundled together in relevant packages for efficiency too. This precludes hand-searching and copious amounts of time spent filing and retrieving paperwork from filing cabinets, which also take up a great amount of space. A cloud-based software system handles the volume of paperwork easily across locations and departments, so scalability is simple.
5. Telehealth and Remote Patient Monitoring (RPM) Tools: Telehealth appointments save everyone time—both the patient and the healthcare organization. They also make it easier to scale operations. With DMS, all paperwork can be easily transferred through a secure portal and also shared with other parties, facilitating more telehealth appointments for scenarios that require it. Real-time remote patient monitoring is an excellent indicator for early intervention, better chronic disease management, and reduced hospital readmissions. This can be achieved more easily and securely through DMS as well, allowing you to scale operations efficiently.
Related: Maximizing Productivity with DMS: What You Should Know.
Our DMS was built to help healthcare facilities scale. Whether you’re serving hundreds or thousands of patients, its document management software can help you manage the mountains of paperwork and records that accumulate. It keeps data secure, ensures HIPAA compliance, streamlines workflows, increases efficiencies, and facilitates telehealth and remote patient monitoring. Want to see how healthcare document management software can help your organization scale? Talk to one of our experts today!