Top 6 Features in Document Management Software

Document management software (DMS) is an essential tool in modern healthcare systems. It enables healthcare providers to efficiently manage patient records, streamline workflows, and provide better patient care. However, not all electronic document management softwares are created equal. The benefits of document management software are numerous, and implementing a DMS is an excellent strategy to help your healthcare system thrive under the daily challenges that arise. When deciding on the best document management software for your healthcare system, there are several features that are a necessity. 

1. Storage and Organization
2. Compatibility and Collaboration
3. Downtime Capabilities
4. Security
5. Search and Retrieval 
6. Reporting and Analytics

Choosing the Best Document Management Software for Your Needs

When choosing document management software, there are a number of features that you should look for. These features help keep you and your staff on track and give you more time for what matters most – patient care.

Storage and Organization

The software should provide a central location for storing all of your documents. It should also allow you to organize your documents by criteria such as intake forms, medical releases, medical history, etc. This makes it easier to find the most accurate, up-to-date version of the documents that you need. 

Compatibility

Healthcare providers often use different devices to access patient data, including tablets and other mobile devices. Your software should be compatible with mobile devices as well as desktop computers. This will allow providers to access patient records and enter data from anywhere at any time. Mobile compatibility also improves efficiency, productivity, and patient care by enabling providers to access patient records during home visits or emergencies.

Downtime Capabilities 

All too often, facility software can go down, hindering productivity and patient care while trying to get back up to speed. DMS should offer downtime support through a cloud-based solution that allows providers and staff to be able to access all documents and forms even during downtime. This ensures that patient care does not suffer even if your electronic medical records software or other critical applications are unavailable due to system updates or outages. 

Related: Avoiding Downtime: Software Solutions to Server Issues

Security

The software that you choose should provide strong security features to protect your documents and patient data from unauthorized access. This can include features such as user authentication, role-based access control, and encryption. It should be designed with security and compliance in mind. Compliance with healthcare regulations like HIPAA and GDPR should also be considered to ensure patient privacy and data security.

Search and Retrieval

It shouldn’t take hours to search for and retrieve documents. Locating files can be done through keyword search, full-text search, and other methods. With version control, you should also be able to find the most up-to-date form every time. Your DMS should have an intuitive interface that is easy to navigate for users to access patient records and find what they need quickly. This feature is essential for efficiency and productivity in addition to reducing user errors.

Reporting and Analytics 

Reporting and analytics features can help healthcare providers analyze patient data and identify trends. Features such as an audit trail in reports show all user activity, such as logging in and out, and any changes made to patient records. An audit trail can help ensure the integrity of patient records and provide a record of who accessed a patient record or form, and when. Your DMS should be designed to provide reports on quality metrics and form usage. This can help healthcare providers to make data-driven decisions about patient care and can also help to improve the overall quality of care.

DigiDoc’s DMS Provides The Top Features You Need

DigiDoc’s document management software enables healthcare providers to efficiently manage patient records, streamline workflows, and elevate patient care. When choosing DMS, the most important features are the ones that best suit your needs and the needs of your healthcare system. Contact us today to request a personalized demo of DigiDoc and all the features it offers.