Few people understand the importance of workflow efficiency better than employees in a medical office or hospital. Keeping documentation organized, ensuring sensitive data remains secure and making sure they stay HIPAA compliant are just a few of the tasks medical offices face daily. Fortunately, these practices can focus on other tasks thanks to medical office document management services.
What Are Document Management Services?
Initially, Document Management meant digitizing all of the documents in filing cabinets to make them easier to access and search through. For many organizations, the promise of automation for document capture, routing, and access remained unfulfilled with older systems. These systems were cumbersome or confusing, leaving employees to resort to old, manual processes. With recent developments in software and technology, however, document management can transform a work environment in several ways. This includes so much more than just scanning services – especially for healthcare.
Document Security & Regulation Compliance
Once documents are digitally stored, they instantly become more secure. Whereas physical copies can be picked up by anyone in the immediate vicinity, digital copies require multiple steps before they can be accessed.
Sometimes it is necessary for hard copies to be made. With the workflow solutions provided by modern document management software, medical practices can securely print hard copies of sensitive information with the use of badge swipes or codes. This provides an additional layer of security by only allowing authorized users access to health records and other patient information.
The best way to ensure HIPAA compliance is by controlling who has access to medical records. With medical office document management services, digital access for medical records can be solely provided to authorized individuals. By meeting HIPAA’s privacy regulations, compliance indeed becomes achievable.
Saving Green by Going Green
Recent reports have shown that medical practices produce over 1000 faxes per month. By opting for electronic documents and cutting out these faxes and subsequent copies, medical offices can reduce costs. These funds can then be allocated to more significant areas. These savings do not just come from cutting down on the cost of paper. Offices enjoy additional benefits due to a reduction in toner and ink cartridge replenishment, fewer equipment servicing requests, and smaller storage requirements for documents.
How Document Management Is Saving Today’s Medical Office
Studies have found that over 80 percent of doctors use EHRs(electronic healthcare record systems). Most doctors and physicians assume that their EHR software is the only piece of document management that they require. Though EHRs are a significant improvement from traditional paper practices, they can still be improved. Document Management software can integrate with EHRs that are already in place. This helps fortify security for patient information and lab results and ensures automation processes are operating at maximum efficiency.
Reducing Human Error
Even though an overwhelming majority of doctors are now utilizing electronic systems, most are still relying on paper-based documents for processes that could be automated such as patient intake forms. By holding onto these paper-based practices, sensitive documents are subject to one of the most severe threats to HIPAA compliance – human error.
The best way to reduce human error is to simplify processes and make systems more organized. Paper files allow for human error to occur more easily than digital ones. Misplacing confidential patient records is more prone to happen when files are physically stored. These hard copies can be placed in incorrect folders, which can lead to false information being relayed. By holding onto paper copies of patient data, there is also a much higher chance of being in violation of HIPAA due to the information being less secure.
Human error and HIPAA violations can be minimized when document management is implemented. By keeping all files digital, professionals can simply search the database of files to find the most accurate patient information through secure means. Additional security measures can be placed on electronic files to make sure that only approved users have access. This is a much better way to ensure HIPAA compliance than locking documents in a filing cabinet. Essentially, medical office document management maximizes efficiency by minimizing the chance of errors.
Improving Workflow Through Automation
One of the largest benefits of implementing document management can be seen in patient records. Prior to automation, medical facilities would pull patient records and fax them to provide patient information to other professionals. Due to human error and large reserves of files, the documents sent over might not be the most recent files. After an office incorporates automation into their daily practices, they are able to guarantee that the files they pull and send are the most up-to-date ones. With superior organization and search capabilities, electronic systems improve almost every single process that the healthcare industry uses.
It’s All About The Patient
Medical Office Document Management helps transform an office into a more patient-oriented organization because they spend less time worrying about documents and more time on the patients themselves.
Find Out More About Medical Office Document Management
IT services are among the most important services a business requires in today’s connected, digital world. Millions of malware threats are released every year and the time required to manage, update, and patch all devices used within the business is far greater than a few years ago. For many, having in-house IT services makes sense. There is always someone in the building that can assist with any issues that may arise. So, if this solution is the right one, why are so many smaller businesses opting for managed IT services?
What are the differences between these approaches? Which one makes sense for businesses that need quality IT services that meet their needs and budget? Let’s take a look at managed IT services and compare them with in-house technicians to help your business choose the right service provider.
What Are Managed IT Services?
Managed IT services may be a new concept to some businesses who have always had dedicated, in-house IT services. With communication technology making major leaps forward, many businesses have discovered that quality service does not necessarily mean the IT technician has to work in the same building.
With managed IT services, a dedicated provider delivers service, support, and advice to a number of companies. If the cost of IT services is spread out among a number of businesses, then a larger team with better services can be provided at a lower cost to individual businesses. For small and medium-sized businesses that may be running on razor thin budgets, this price makes managed IT services very attractive.
Is There a Cost Benefit?
When any business is considering managed IT or an in-house technician, there are several reasons why they make their final decision, but the main contributor is cost. IT services are important for every single business of any size and people who offer those services are in high demand. In fact, the salary of a management level IT professional can easily exceed $100,000 per year, plus benefits. That is a huge cost to small business owners and businesses of any size.
Small business managed IT services are usually less costly than hiring in-house IT services. In addition, the cost of managed IT services typically includes services that even the best in-house technicians cannot offer. Services like after-hours support, network monitoring, malware protection, and more are all offered by managed IT services. Not to mention, with managed IT services, your business can count on support every single day. A single in-house technician has to sleep, go on lunch breaks, and take vacation. During those times, they may be unavailable, and, therefore, cannot always be relied upon.
Keep Up With Changing Technology
One look around your office can reveal that technology has changed dramatically. Having managed IT services helps ensure your business is ready for changing trends.
You have likely heard the phrase, “Jack of all trades, master of none.” No phrase is a better description of in-house IT technicians. Most are very skilled at what they do, but it is nearly impossible to provide adequate IT services without several people collaborating. Remember, IT services encompass network security, device deployment, software updates, issue resolution, employee support, malware protection, and more.
With managed IT services, you get an entire team of people working to help you. No single person is expected to be a master of all areas of IT services. When you have managed services for your business, you can count on getting responsive support from knowledgeable staff, no matter what the concern may be.
What other options do businesses choose for IT?
Small and mid-sized business often have a friend, family member, or a ‘guy they know’ handle their technical support. When it comes to cost and scheduling, consultants are often the worst possible option for a growing business. Consultants will charge for everything they can, and friends and relatives aren’t always the best option when it comes to managing your business. Bringing a friend or relative into the workplace can cause issues internally. Friend and relative relationships aren’t always conducive to a company’s work environment. Choosing a managed IT partner limits the cost for support and implementation, and eliminates a lot of the issues that hiring a friend or a family member brings into an office setting.
Which IT solution is best for my business: The Verdict
Having an in-house technician dedicated to your business and only your business may seem appealing at first. However, when comparing in-house services with managed IT services, there is a clear winner. Managed IT services offer better support, greater expertise, and a lower cost to businesses than alternative options.
Small and medium-sized businesses have little room for spending in excess. Choosing managed IT services over an in-house technician can have a dramatic influence on your business’s bottom line. That additional money can be reinvested in other areas of the business. This ensures that you can make all areas of your business stronger. At RJ Young, we have over 25 years of experience providing exceptional IT services to businesses of all sizes.
Still unsure if managed IT services are the right move for your business? Learn more about the benefits of choosing managed IT services and consult with us about your unique needs.
Every single day your business has to deal with documents of varying importance. Some documents are simple, while others are confidential, filled with sensitive information, and perhaps even subject to government regulation. With major leaks of personal information making the news recently, there has been a greater emphasis put on document security.
Of course, not all documents carry personal information that may be subject to rules and laws. Businesses have other important documents that must be safely cared for like client lists, employee salaries, and business strategies. How can all of this be managed securely while still ensuring your business can operate without roadblocks every step of the way?
Learn how document security systems can be put in place to help your business protect the information of their clients, employees, and strategies below. Then, contact our team to learn more about the latest managed IT solutions.
Protect the Reputation of Your Business
Documents and information not properly secured can be a major risk for customer privacy, and – depending on what industry your business operates in – regulatory compliance. Lost profit due to customers leaving or regulatory fines is a very real risk when poor document security leads to a breach of privacy. In both cases, the money lost can be made back in due time. However, reputation lost due to poor document management is difficult to recover from.
Recently, there have been several high profile situations where information has fallen into the wrong hands. Facebook and Equifax are the biggest names to be caught up in such a scandal, but they are not the only companies to be affected by data breaches.
Better Efficiency with Better Document Security
When clients hear about document security systems, they may be concerned that document access will become difficult. However, the exact opposite is often true. Document security systems can improve security for operating systems while also making it easier for the right people to access documents when needed.
Some clients also believe that document security systems will cause delays in service. Paper-based systems are readily available in filing cabinets, making the physical copies easily accessible. However, digital document protection puts important information onto the network with security to keep hackers out while still allowing employees to do their job more efficiently than ever before.
Using document security systems allow businesses to set security measures for sensitive documents. These documents can only be accessed by employees with the proper permissions. This further increases security by making sure documents with sensitive information can only be viewed by authorized employees. When compared with a paper filing system, a document security system is far more flexible and secure. If an unauthorized employee were to access a paper-filing system with confidential documents, the only security is their own conscience.
Better Tracking from Start to Finish
Every time a paper document is accessed, moved, or viewed, there is an opportunity for an error to occur. Small business document security streamlines the steps between document origination and document filing to help reduce that risk. Most importantly, documents can be tracked more easily and logs clearly show who accessed what documents and when.
In addition, tracking and verification become easier on the client’s side. Instead of relying on couriers to deliver paper documents back and forth, your employees can get digital signatures on documents and have clients use a password to verify their identity when signing. This allows you to ensure that the right person has seen the documents in question.
Detailed tracking along with secure-document storage reduces the opportunity for information to go missing. Plus, if a breach were to occur, your business is better equipped to identify the problem and create a solution.
Whether you need small business document security, mid-sized business document security, or still looking to learn more information, our experts at RJ Young are here to provide solutions to fit your business needs and budget.
RJ Young is excited to now offer this cutting-edge HP Wide Format Printer – the HP PageWide XL printer series. These HP Wide Format Printers possess top of the line printing capabilities, where you can expect to produce professional, high-quality prints every time. In fact, with this innovative device, a business is able to produce anything you could possibly want to print. This isn’t your typical color inkjet printer — from start to finish, you will be able to create customizable large prints at high speeds, at an even higher quality. Print from your PC or make copies with easily integrated HP scanners. Regardless of what industry you are in, the PageWide XL has something to offer you.
Award Winning Product Line
Take all of your project ideas to the next level with this award-winning line of HP Wide Format Printers. In 2017, the HP PageWide XL was awarded the “Wide-Format & Signage Readers’ Choice Top Product” award. The HP PageWide XL line has also received global recognition as a leader in wide format printing for its multifunctional capabilities. The HP PageWide XL was awarded the iF Gold Award and recognized as the “Best of the Best” for international product design in 2016.
The Possibilities Are Endless
With the PageWide XL, there is nothing standing in your way from rapidly producing high-quality prints. Grow by printing GIS maps and point-of-sale (POS) posters at breakthrough print speeds. Certainly, your business will spring ahead of the competition with the numerous functions the PageWide XL has to offer. Including:
- Immediate outputs in monochrome or color – all in one printer
- The fastest large-format monochrome and color printing
- Ability to print technical documents up to 40 inches wide
- Get crisp lines and fine details in smooth grayscale or color
- Save up to 50% off total production costs
According to recent reports, full-time employees in the U.S work an average of 47 hours per week. With a seemingly endless number of tasks to complete, workers are always in search of ways to lighten that load. One way millions of people attempt to minimize their workload is by outsourcing their printing projects. While this may be beneficial for some companies, it may not be the best option for yours. If you find yourself picking up projects from a print shop often, it could be time to look into alternative methods of producing your print-based materials. A great alternative to print shops is owning color printing production equipment. This equipment can handle all of your print-related needs, regardless of size and complexity. With in-house printing capabilities, several companies are able to save time and money, while enjoying an increase in efficiency. Could your company benefit from production equipment?
What Types of Companies Benefit The Most from Color Printing Production Equipment?
While production equipment can be a great solution for all of your printing needs, some companies benefit more than others.
Companies with Recurring, High Volume Print Jobs
Outsourcing print jobs can be useful for companies who rarely need large quantities of print materials made. However, for companies and organizations with high monthly volumes of printing to produce, production equipment provides increased efficiency and reduces time and costs.
College campuses, for example, produce new orientation packets for all incoming transfer students and freshmen. Each orientation packet can contain up to 100 pages and may require a specific type of binding. Additionally, most churches produce weekly pamphlets for their congregation to update them on information regarding upcoming events and the status of their current budget. Organizations like these can eliminate time-consuming trips to the printers and cut out service fees with production equipment.
Companies That Are Growing And Changing
Every company wants to be successful and expand, but it is difficult to accomplish these goals when resources are wasted. A recent study found that 50% of print materials are tossed when ordered in bulk. Information becoming outdated or inaccurate is a major reason for this waste. Fast-growing companies have to hire new employees regularly, and with each hire comes lots of printing. Whether it be, training manuals or policy handbooks, the number of resources required for onboarding new employees can be costly.
In an attempt to cut some of those costs, employers often try to order large quantities of booklets to reduce the cost per book. While this works some of the time, most of the documents end up going to waste because the information in them becomes inaccurate. Instead of having a print shop make new booklets every time a change in location or management happens, production equipment lets a company print new booklets as new hires come along. This helps make sure that information is correct and no print materials go to waste.
Other Benefits of Owning Production Equipment
There are several perks of having production equipment in-house. Regardless of what kind of print job is required, there are numerous advantages to using production equipment.
In today’s environment, it’s no surprise work is being done outside of the traditional 9-5 model. Whether you are working late to prepare materials for a conference or simply getting materials ready for a client presentation, production equipment lets you print anytime – even on weekends. Traditional print shops put you at the bottom of the list when you submit an order, but with your own equipment, you are always the top priority.
Quick turnarounds usually come with a sizable fee. In-house equipment removes that fee and features high-speed scanning and printing. Most equipment can produce up to 90 pages per minute. This means that you can print and mail materials on the same day at a fraction of the cost. With such high printing speeds, you no longer have to dedicate a space to keep print materials on hand.
Make Sure Your End Product Is Exactly What You Want
Your vision is guaranteed to become a reality when you are in control of the printing. You can make sure that your colors, whether it’s black and white or color production, are completely accurate before printing. Image quality is exactly what you want with the vivid digital color capabilities of color printing production equipment. This equipment also allows you to customize the binding and finishing options for your materials.
When mistakes are made in print shops, they often fix the problem for free, but you incur a different type of cost – time. This becomes an even bigger issue when you are picking up the materials the same day they need to be used. Fortunately, you are able to print a test document before mass producing materials when you have your own equipment. These test runs make sure that your final product is perfect and immediately ready for use.
Your Company, Your Options
At RJ Young, we know that our production equipment is not the right option for every business. Regardless of what kind of product you choose, we want to help you work smarter, not harder. That is why we also offer our customers print and promotional services at affordable prices. But, if products like color printing production equipment could benefit your company, check out our product catalog to explore the variety of equipment available to you.
To learn more about whether production equipment is right for your business, contact us and one of our specialists will provide you with more information, or call us at 800-347-1955