How to Store and Manage Your Healthcare Practice's Paper Documents

DMS For Healthcare

If you're like most healthcare professionals, your office is full of paper documents. From patient forms to test results, these papers can quickly pile up. Not only do you have to keep them all safe, but you also need to be able to access them when necessary. In addition, you must comply with the Health Insurance Portability and Accountability Act (HIPAA) in order to avoid any legal penalties. Thankfully, there are ways to store and manage your healthcare practice's paper documents safely and securely. This is one of my personal favorite things to observe. In this blog article, we'll go over some of the greatest methods for doing this.

All of this may appear to be a lot of work (which it is!), but healthcare industry electronic document management system is the finest answer for you. Documents are scanned, stored in a central repository, monitored for access, and archived as needed by the software. It also supports data privacy regulations such As HIPAA compliance.

If you're looking for a tool, we've compiled a list of document management solutions with the greatest ratings on Capterra based solely on healthcare industry customers' reviews. The tools are arranged alphabetically.

Box

The Paperless Office is a cloud-based document management system that allows you to generate, manage, share, and archive papers. It reduces the document lifecycle from commencement to conclusion.

Using the program, you may store unlimited files. You can create, review, store, archive, and recycle documents using its workflow automation feature. Internal and external users can collaborate on papers by giving editing privileges and access permissions.

The program allows you to set document security restrictions for each device or user that has access to patient information. This protects the data from illicit seizure and breaches in security by enabling you to limit access. The medical document management system also aids in maintaining HIPAA compliance when it comes to keeping doctor-patient confidentiality.

Dropbox Business 

The cloud is a wonderful resource for small businesses. Dropbox Business Premium, which I recommend for most small firms, Not only can it store and collaborate on files in the cloud, but also allows you to keep track of file revisions without having to worry about them being overwritten. With one simple upload, you get access to all your medical records from anywhere at any time. It also makes it easier to save time and effort by eliminating the need to jump between applications in order to access different file types.

The search tool in the repository allows you to locate and examine documents stored there. User groups may be used to exchange information with various teams, as well as give or limit access rights for these groups. Secure links may be used to share huge files with patient-stored data from the cloud.

The program's file recovery tool aids in the recovery of misplaced or deleted files, while its remote wipe feature allows you to erase healthcare data from any lost or stolen device remotely. The data is erased only from the specific gadget, and it does not affect your Dropbox account. You may transfer the data from your account to a new device if necessary.

Google Workspace

Google Workspace is a collection of commercial apps, including Google Docs, Google Drive, and Gmail. You may use a single platform to create, exchange, keep, and collaborate on clinical papers using the services in this suite of business applications.

You may upload papers from your computer or smartphone and store them in Google Drive. You can use the sync feature to have critical documents backed up automatically. You can utilize the scan feature in Google Drive's mobile app to upload physical papers. It takes a photo of the physical document and saves it as a PDF file in Google Drive. Android smartphones and tablets are the only devices that can use this function.

Save attachments enables you to migrate reports and forms from your Gmail inbox to Google Drive. Files are also automatically saved and stored in Google Drive if you work on Google Docs, so there's no need to sync them manually. You can share files with multiple users using Google Docs, as well as grant access rights to each user individually.

Google Workspace Marketplace provides add-ons that you can purchase to enhance the tool's document management features if required.

Microsoft 365

Microsoft 365 is a collection of business applications. It includes software such as Microsoft OneDrive, SharePoint, Teams, and Word that aid in the creation, storage, sharing, and collaboration of files. SharePoint allows you to share and collaborate on documents, while OneDrive serves as a central storage location for all of your papers.

The file storage capacity is 100GB. It allows you to scan papers, organize them into folders, and utilize the built-in search feature to find the files you need. Internal and external users can also be assigned document viewing and editing permissions.

Because Microsoft 365 is one of the most secure document management solutions on the market, it backs up and recovers your files in the event of accidental deletion or a cyberattack. The tool also allows for real-time collaboration by providing a SharePoint version of papers on which your team may comment, annotate, and make changes. The software also supplies version control to assist you in discovering the most up-to-date copy of a patient file.

Find a document management software that is appropriate for your healthcare company.

In this post, we've reviewed some of the best-rated document management software for medical industry on the market. However, every medical facility is different, and it's likely that the solutions mentioned above are powerful yet lack a few of the functions you require. If you discover software that meets your needs, inquire about whether the vendor can add customized features or connect with third-party applications.

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