A document management system minimizes the risk of non-compliance with automated features like recording retention schedules. Having the software in place makes it easy to classify and store the documents.
FREMONT, CA: Organizing hospital document information from numerous sources, whether paper or electronic, is an integral component of any successfully run healthcare association. A document management system, which captures, stores, and retrieves documents in both forms, can prove beneficial to the operations of the system. Moreover, a system that can also double as a policy management approval and review system can significantly save organizations the time during a survey or audit too.
1. Storage Space
What is the amount of physical space does an organization’s documents occupy? From file cabinets to storage bins to boxes, the amount of space the records take up can swiftly add up. The occurrence begs for a question; how can that space be better used? Having a software-based management solution can free up space, and those documents required as hard copies can be saved in a less expensive offsite repository.
Without a document management system, the safety of the documents, particularly those containing information like HIPAA sensitive data, can often put one at risk. By employing a management system, firms will have better control over who has access to the documents and when. The admission can be controlled at the folder level for separate departments and individuals. Besides, by having the system, one will have an electronic record of when documents are accessed and how they have been tailored through system messages and automated alerts.
The last thing any healthcare firm wants to face is fines, liability, or revoked licenses for not obeying compliance requirements in the administration of their documents. HIPAA compliance requirements can be somewhat complicated with their strict privacy and security guidelines. A document management system minimizes the risk of non-compliance with automated features like recording retention schedules. Having the software in place makes it easy to classify and store the documents. Furthermore, using the system for policy management can help organizations distribute policies for readership attestation to ensure employees are aware of essential document updates and healthcare protocols so they can manage standardized care to patients.