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

To find out more about how RJ Young’s Document Management Services and our other Workflow Solutions can help transform your medical practice, fill out our contact form or call us at 800-347-1955

Delivering paperwork from desk to desk, requesting written approval, manually searching for correspondence—all of these tasks are inefficient and time-consuming. Processing documents could take hours, even days and sometimes even longer to find them. Manual data entry is labor intensive and can lead to errors and confusion. Managing the accuracy and timeliness of projects is tricky, especially when multiple people are involved. In order to stay on task, you’re constantly checking in and waiting on your employees. Automated Processes help data, tasks, and documents get automatically delivered or stored to the right people at the right time.

Business Challenges

One of the biggest challenges with digital businesses today is managing content and data between multiple business programs and applications. Not all of a company’s departments use the same programs, making it hard to collaborate enterprise-wide. Manually editing documents across different programs will ultimately lead to additional (and unnecessary) rounds of revision. Having to email documents back and forth not only takes time, but it can lead to errors, costing you more than you think.

What are Automated Processes and Workflow Solutions?

Business Process Automation and Workflow Solutions blends people and their work together into one streamlined performance, creating a strategic foundation for daily operations to take place, boosting productivity, simplifying collaboration and improving the quality of output. Beyond conventional record-keeping activities, automation has the inherent strength to handle the most complex business functions, enabling organizations to better manage daily activities. Implementing a process automation solution can transform an existing routine from ineffective to exceptional. By automating your business processes, your business can instantly improve the following communication, productivity, and efficiency.

3 Ways Automated Processes Can Help You Win

1. Capture

With capture automation you can scan your documents into a device, automatically extracting and indexing data from each page. That data is then stored into your electronic document management system where it is analyzed, sent to the appropriate people or third party programs, and properly archived for easy retrieval. The next time someone goes to enter customer information into the system, it is already captured and repopulated into the designated fields, eliminating repetitive entry. 

2. Workflow

Workflow automation ensures business processes are on track, reducing errors in communication. Workflows can be set up send automatic notifications to anyone involved in a project, ensuring business tasks are completed on time The built-in oversight abilities also help to better manage employees. With this feature, you can check in and see who has completed a task, and what still needs to be done. That way, you can talk to the necessary people without having to pull others away from their work. 

3. Integration

Automation allows the data you designate to be automatically shared with business programs employees use most, through powerful integration capabilities. This type of integration ensures employees, partners and customers have access to their documents, no matter what platform they are using. 

It’s time to ditch old-fashioned manual processing to become better organized and more efficient. Having the ability to map out automated business processes greatly improves communication between employees as well as productivity. Implementing these process automation solutions can also improve the credibility and profitability of any organization.

Increase Productivity with RJ Young

RJ Young provides custom document management and Business Process Automation technology solutions to businesses. These solutions help businesses amplify their productivity by transforming business processes into lean, results-driven operations.

Get started with developing a custom Business Process Automation strategy that unlocks your company’s potential. Contact a Process Automation specialist to start a conversation about your unique needs, goals, and processes.

Stacks of bills waiting to be paid no longer sit on your desk like they might have just a few years ago. Today there are emails letting you know when they have arrived as part of a document workflow. Now you can review each one, sign digitally, add electronic sticky notes when needed and approve to be paid. Once you’re finished, the images are gone and you’re off to your next project. All of this was done with digital images as part of a pre-defined workflow process that was paperless, yet started at the Multifunctional Printer (MFP).

 

The printing industry has changed over the last 10-15 years. More importantly, the role of the multifunctional printer (MFP) has changed, starting with its name from copier to MFP. In the early 2000s, the copier really was just that—a copier. It wasn’t until businesses started connecting them to their networks that they became MFPs with users relying on them for printing as well. It was then just a matter of time before people figured out that if you could push printing to the MFP, you could also send scanned documents from it back to the personal computer or network. Suddenly scanned PDF files were everywhere.

 

The evolution of the MFP is really what drove the business community towards document management. With scanning so readily available business owners saw that they could begin digitally filing their paper-based records without the added cost of a dedicated scanner. These early adopters typically tried to emulate their computer file systems by carefully structuring a file system and naming the scanned PDF files. This was great for getting rid of the paper, but as volumes increased, it became quickly apparent that finding these scanned records was not as easy as first thought.

 

A document management solution became the next logical step with many users simply looking for a way to scan, store and retrieve their documents. Nothing fancy, just helps to get rid of the paper while giving a way to put your hands on important information when the time comes. But like most things, technology changes and with it changed the expectations of the business market. More and more, the MFP became less about printing and more about the flow of business information.

 

Quickly document workflow became the driving force and the multifunctional printer not only became the place for documents to be captured, it became the catalyst for triggering a workflow process. In just a few years, paper documents were now being routed to their recipients with notifications of their arrival being sent and rules defining the paths they would take.

 

Most of us can admit that we still love our paper and there are many times we want to print images and flip through the pages as we digest the information. That’s OK—the cost of printing on a MFP is about 10% of what it used to be on a standard printer ten years ago. If the truth were told, we would probably print just as much as we always have since information is so readily available and printing is just plain cheap. The difference is that we just don’t file it any longer, we scan it.

 

It’s only been about 10-12 years since the MFP was just a copier. Today, MFPs are already designed to handle specialty media, like envelopes and labels, easily. Certain MFPs are taking it one step further by turning into a full-functioning mailing center, printing commercial discounted postage directly onto your project—saving you additional time and money. The landscape of a typical office has changed and has never been so smart, or so easy as it is today.

 

The possibilities surrounding a changing business world are exciting and it’s not clear to many exactly where they’ll lead us. What is sure is that where document information is being communicated, it will likely continue to flow through the MFP as an on-ramp to digital information management and productivity.

 

James Walker, Regional Director of Managed IT Services

James oversees the Chattanooga, Nashville and Huntsville markets of our managed IT Services department. In his role he manages service delivery and support of engineers in all regions, does security and compliance auditing, and works with businesses in network design, implementation and troubleshooting. He has been in the technology industry for over 24 years. James is originally from Boston, MA and works out of our Chattanooga office. He joined RJ Young in January 2013 through the acquisition of his previous company, Preferred Computers, Inc.

 

 

 

All companies face challenges when dealing with paperwork, slowing down the flow of business information and productivity. The solution? An electronic document management system can organize and store your documents, eliminating paper-based file systems. However, in order to get the most out of a document management software investment, you need to understand that it’s much more than just digital file storage.

 

An electronic document management system incorporates solutions that enable your business to sustain the competitive advantage you’re looking for. Leveraging the full scope of document management can be concentrated around four solutions that will allow a business of any size to be more efficient, saving time, money and contributing to the overall growth and success of your business.

 

  1. Enterprise Content Management

To fully implement electronic document management, it is important to assess all of your essential strategic business goals. Enterprise Content Management or ECM, provides you with the solution to properly manage your content. Different strategies and tools can be implemented, giving businesses new ways of capturing, archiving, and routing document data. Customizable to meet your company needs and business problems, ECM is the primary component to eliminate inefficient paper processes.

  1. Document Process Mobility

In a business world that is rapidly changing and adapting to new electronic advancements, it is important to make yourself readily available. Electronic document management provides users anytime, anywhere access to your documents through smartphone or tablet devices. Files can be easily located and optimized through any web browser platform. You can also execute workflow commands, continuing the flow of business information, even when you’re not in the office.

  1. Business Process Automation

Replacing paper files with PDFs and digital documents can lead to more than just clearing up the clutter in the office. Business Process Automation is a solution that can make your daily processes cost-efficient, accessible and error free. Automated document workflows enable organizations to manage project tasks more efficiently by attaching business logic to documentation. Document workflows allow for process consistency, productivity level improvements and change in the dynamic of how people work with critical business information.

  1. Capture Workflow

Storing your documents digitally will surely keep everything organized and in one place. But storing them effectively and knowing how to find the necessary data is the key to document management. With an electronic document management system, you can not only name and categorize your documents, but also set up templates with character recognition, extracting critical information from your stored files or searching within them by keyword and phrase. Every business has important emails, faxes, scanned images and other digital records. By integrating existing office equipment—such as printers and scanning devices—you are able to capture and distribute documents and effectively control the flow of information.

While electronic document management is a solution for organizing and storing documents, it is also equipped with powerful and unique tools that streamline process performance. These value-driven solutions enable organizations of all sizes to save time, reduce cost, increase productivity and make collaboration more effective across all business applications. When evaluating document management software and the impact it can have on your organization, consider the full spectrum on how it can take your business to the next level.

 

 

When natural disaster is looming, residents flock to their local stores to stock up on the essentials and prepare for what is to come. Bread aisles become as bare as Old Mother Hubbard’s cupboard, gas stations quickly run out of gas and generators are worth their weight in gold. At the same time, other folks are forced to grab those things most important to them and evacuate.

 

In a potential disaster, after the obvious valuables, what would you pack? Most experts will tell you the two most important things are sensitive documents and sentimental items such as photographs, which are often the most missed of all things lost in a disaster. In a pinch, packing your car or SUV with everything important to you could be a daunting task, especially given the limited amount of time and space one likely has. For a family of four, fitting filing cabinets of important papers and many albums of cherished photographs into even a large SUV is just not an option. But consider how much more you could fit and save had you begun scanning all of this information and storing it digitally.

 

Today, businesses can move away from paper based filing systems by providing a document management solution to scan mission critical paper and manage it digitally with full backup. Many organizations do so to guard against potential loss from fire, flood, hurricane and other natural disasters. This same practice can easily be extended to our personal sensitive and sentimental items. Scanning birth certificates, social security cards, financial records and the albums of photographs make the preparation for these situations easier. Store important information on cloud based storage giving you peace of mind that information is copied and backed up.

 

Tripp Lewis, Software Sales Specialist

Tripp is a Software Specialist and graduated with a Bachelor of Science in Business Administration from the University of Southern Mississippi. With an extensive 15 background in technology solutions, he is continually aware of new industry trends and emerging technologies that affect productivity, efficiency and revenue. Tripp is based at the Jackson, Mississippi location.

 

 

Almost every business handles paperwork—from invoices, to forms, even contracts. As your business continues to grow, paperwork starts to pile up, slowing down the flow of business information and productivity. This in return, creates storage and retrieval issues, increases costs and ineffective collaboration between workers. These are challenges that any business can face, especially in areas like human resources, accounting, or any other paper-reliant department. The solution is simple. Eliminate business inefficiencies in your organization today by implementing an easy to use digital storage method.

An electronic document management system can provide companies of any size with the tools designed to increase efficiency, leaving your business a step ahead in the competitive market. With all of your business critical documents in one central location, the entire company gains immediate benefits.

Here are three reasons why every business needs document management:

1.    Increase Productivity

Focus more on the business and less on the paperwork. Electronic document management systems provide a digital alternative to paper-based workflow, instantly boosting productivity. To start, it can give business owners a look into the daily processes of each department, providing decisions makers with information on where operations are struggling. Electronic document management also improves customer service by creating a filing system where records can be found instantly.

2.    Business Continuity

There’s no telling what tomorrow will bring. That’s why having an effective backup and recovery strategy is essential to any business, regardless of size or industry. Hidden through multiple levels of robust security, an electronic document management system provides that safety net companies are looking for. It can keep years’ worth of information in an additional off-site location, which is automatically updated and secure from natural disaster or theft situations. Backups can also be performed frequently to ensure all new information is secure for a worry-free recovery process.

3.    Effective Collaboration

Document sharing and collaboration is made simple with electronic document management. Electronic document management systems ensure that every document gets to where it needs to be and that the wrong people don’t see it. Users can track who has viewed or modified records through a live audit trail. Users can also access business documents from any mobile device, creating stress-free retrieval and providing the option to work out of office while still collaborating with colleagues, customers or partners.

Electronic document management makes it easy for businesses to store and access files from a single, centralized location. Implementing an electronic document management system will not only save paper, time and money but it enables users to focus on the work that really matters.

David Porterfield, Document Management Software & Print Management Specialist

David represents multiple document management and advanced scanning software solutions. He has over 20 years of direct sales and leadership experience. David earned his Masters of Business Administration from Nichols College and works in our Tallahassee, Florida office.

April is Records Management and Information (RIM) Month.

Management of records and document information is the lifeline to most businesses. Without these assets, organizations simply could not function in today’s workplace. This business intelligence represents much of the company’s worth and carry a heavy load, not to mention legal and compliance ramifications. Most companies do not have efficient and/or active processes in place for records management, which can lead to non-compliance issues, delayed retrieval of information, increased document storage costs and lost or misfiled records.

Below are five typical document steps to successful Records & Document Information Management:

  1. Identify
    Not all documents are records. Depending on the business, documents such as rough drafts and duplicated documents would not require storage and information management. Every business should work to develop RIM policies and procedures and clearly define what document information is important and what constitutes a record.
  2. Capture
    There are many different methods of ​collecting ​document information—such as scanners, multifunctional printers/copiers (MFP), mobile devices, eForms, etc. Transition important paper based information into electronic information by storing files electronically. Electronic storage will help safeguard your documents against environmental disaster and facilitate efficient retrieval of documents.
  3. Retrieval
    Finding documents that lack a records management system has been likened to “finding a needle in a haystack.” With electronic document storage and RIM processes in place, it makes sharing document information between multiple users, collaborating on documents and tracking change history, possible.
  4. Circulating
    Document circulation processes typically require inputs, reviews, updates, comments, approvals or other forms of acknowledgements from different parties or people. Standardizing these methods puts businesses back in control. Leveraging an electronic document management system helps automatic tracking through this stage.
  5. Disposing/Archiving
    Disposing of documents does not necessarily mean destroying or deleting them entirely. Strategically archiving documents is key to controlling costs and maintaining efficiency. Maximize your IT resources by determining which documents need to be safely destroyed verses those to be archived. For archived documents, ensure an electronic document management system is in place and securely backed up.

Efficient records and information management is one of the best ways to increase your productivity. An organized workplace is more conducive to producing better work and increased profitability. Celebrate this April and give the gift of success by implementing an electronic RIM in your business.

 

 

Tripp Lewis, Software Sales Specialist

Tripp is a Software Specialist and graduated with a Bachelor of Science in Business Administration from the University of Southern Mississippi. With an extensive 15 background in technology solutions, he is continually aware of new industry trends and emerging technologies that affect productivity, efficiency and revenue. Tripp is based at the Jackson, Mississippi location.

 

 

“Only 16 percent of organizations use a document management system for tax work.”— Business Finance

 

Alarming statistic considering the amount of important and sensitive information required for tax returns. Despite the three extra days this year to gather your paperwork, the countdown is on to Tax Day (April 18). Document management systems are key to productivity and efficiency, which is especially needed during the crunch-time of tax season.

 

3 Ways to Simplify Tax Time with Document Management

 

  1. Digital Documents

Don’t lose key documentation for deductions, scan paper documents and receipts to turn tax files into digital documents. Lost documents and receipts are costing you money. Organize documents and reduce clutter. Shed in an organized digital filing system to reduce losing critical information.

 

  1. Document Retrieval

Create a digital filing system for easy access. Find, share & edit tax documents using keyword searches/search by keywords, file type, etc.

 

  1. Security

Sensitive tax documents are secure. Electronic storage system always keeps documents backed up in the event of a disaster. Electronic storage systems help protect sensitive data and keep confidential financial documents, confidential.

 

Don’t waste valuable time and money searching for misplaced or lost tax documents. Transition paper documents into electronic information. Using a document management system not only simplifies tax time, but also helps to stay organized, increases productivity and efficiency and keeps important documents secure for every aspect of your office.

 

Mark Turner, Director of Software Services

Mark Turner brings a wealth of experience in document software systems to his position as Director of Software sales for RJ Young. Mark helps clients be more successful in their businesses through document management, workflow automation and software systems to streamline the transfer of document information.

 

 

Do you find yourself wanting to do more only to find there aren’t enough hours in the day? Is your to-do list a mile long, you’re putting in long hours at work and you feel like you aren’t accomplishing all that you want to get done—including acknowledge the ones you love? Read on.

 

Improve your productivity with three tips that you will love.

  1. Clear the Clutter

Piles of paper on your desk can really slow down your productivity. Optimize your work day by organizing your office and removing the extra clutter from your desk. Searching for items in-or-around your desk is a key reason for lost time at work. Sixty-six percent of office workers spend up to 30 minutes of time during a typical work week looking for things they have misplaced at their desk or around the office. More than $177 billion is wasted per year looking for lost items in the office and on the computer, which may drastically impact the bottom-line for large companies and small businesses alike. (Source: Brother International Corporation)

  1. Take Control of Your To-do List

Figuring out how to get all of your tasks done in one day can be a struggle. That’s where to-do lists can be helpful. Sixty-three percent of professionals keep a to-do list. (Source: LinkedIn) However, only 41% of tasks on a to-do list are ever completed. (Source: Lifehacker) Break down each task into clear, easy and simple steps. You will have less time for procrastination and are likely to check off items on your to-do list faster.

  1. Make Sleep a Habit

Efficiency and productivity increase with clarity. A good night’s rest aids clarity. Lack of sleep costs the average office worker 11.3 days and $2,280 each year in lost productivity. (Source: Sleep, 2011) Start with seven hours of sleep and if you are still feeling sluggish, add half an hour. Changing your sleep habits will increase your productivity and help improve your overall health.

While you can’t add hours to your day, you can be smart about the hours you do have. Being efficient takes a little discipline and planning, but will give you a sense of accomplishment, help keep you focused, plus give you that extra needed time to focus on the things you love.

 

Angela Burke, Marketing Specialist

Angela joined the RJ Young team in 2015. Her role in the Marketing Department is to help develop content for the RJ Young platforms: social media, email newsletters, and more. Angela is a Nashville native and works out of the Nashville, TN office.

 

Document management to minimize impacts of business disasters.

Businesses continuity planning increases in importance as businesses of all sizes must recover from disasters more quickly today that in the past to meet customer demands. With the average 3 drawer filing cabinet holding 18,000 sheets of paper, significant amounts of critical business information is in jeopardy when digital document storage and back-up systems are not in place.

What is a disaster?

Businesses should be aware that many hazards they face today could results in a disaster to operations and information. Disasters born out of natural occurring events like tornadoes, floods and hurricanes spring to mind for most people. But consider the impact of widespread illness or pandemics, human-caused events such as acts of violence by people and acts of terrorism and technology-related failures or system malfunctions.

What documents are critical to digital storage & back-up?

Critical documents may be described as those vital to your organization’s survival and to the continuation of business operations.

  1. Sensitive to downtime
  2. Fulfill legal or financial compliance
  3. Key to maintaining market share and reputation
  4. Safeguard an irreplaceable asset

Examples of such documents are invoices, contracts, customer records, patient data, audit documentation, research reports, intellectual property and more. Conducting an analysis to identify critical business functions can help identify the critical business documents.

What are consequences of losing document information?

  • Lost Revenue
  • Delayed Revenue
  • Increased Expenses (recreating documents, overtime, outsourcing, etc.)
  • Regulatory Fines
  • Decrease in Customer Satisfaction
  • Loss of Customers
  • Loss of New Business

What is document management?

Document management systems allow businesses to scan, store and manage document information digitally so that the information is accessible from any device anywhere.

 

Mark Turner – Director of Software Sales

Mark Turner brings a wealth of experience in document software systems to his position as Director of Software sales for RJ Young. Mark helps clients be more successful in their businesses through document management, workflow automation and software systems to streamline the transfer of document information.