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
We are halfway through 2018 and RJ Young is ready to help you meet all of your business resolutions that you may have forgotten about this year. Over the last few months, we have helped businesses identify ten ways to simplify their business, from outsourced IT services to having a one-stop shop for your office technology needs. Make 2018 the year you simplify your printing, technology needs, and improve your back up and disaster recovery methods.
Is your business ready for a disaster?
Resolution: Backup and Disaster Recovery
RJ Young felt the unexpected impact of a massive fire in March of 1998. Consequently, we understand what it’s like to lose everything and have to start over from scratch. FEMA says that more than 40% of businesses that encounter a disaster never reopen, and of those that do, only 29% were open two years later.
We survived our fire, and because of that experience, we are the best partner your business could have in preparing for disasters. Click here to read more in-depth about our fire disaster and how we used back up and disaster recovery to save important documents.
What Recovery Services Does RJ Young Offer to Help My Business Prepare for a Disaster?
RJ Young is prepared to help you prepare for a backup and disaster recovery scenario. You can trust us to help develop proactive backup solutions to increase your data protection and keep your business safe from the unfathomable. Additionally, here are some of the ways RJ Young can help you secure your critical business documents:
- Scanning Services
Replacing paper files with PDFs and digital documents can lead to more than just clearing up the clutter in the office. Furthermore, our customer support team will design a scanner plan and ensure that your equipment continues to run optimally. Another way to utilize our scanners is to scan all of your documents into your Document Management System.
- Don’t Have a DMS?
RJ Young can help you set up a customized Document Management System for your business, increasing your business continuity and ensuring that your critical documents are accessible anytime, anywhere. Learn more here.
- Supporting Copy
- Store Your Backups Offsite
In a business world that is rapidly changing, it is important to make yourself readily available. With RJ Young’s Managed IT Services, you can have an automatic offsite backup and disaster recovery solution for all of your critical files and systems. These offsite solutions include cloud backup solutions, public clouds, data recovery services, and solutions, and data protection.
What Kinds of Documents Should I Backup Offsite?
You know what you need to run your business and protecting those critical documents should be a top priority. You should have offsite data backups for documents including:
- Tax records
- Tax Identification Documents
- Employee Records
- Historical Financial Information
- Legal Agreements
- Customer Records
- And more
Transform Your Documents
You can trust RJ Young to manage the most critical components of your business – your files. Records, contracts, financial documents and more are safe from fires, floods and other disasters when they are digitally backed up offsite. Learn more about how RJ Young can help you transform your paper documents into digital files.
Almost every business handles paperwork—from invoices, to forms, to even contracts. As your business continues to grow, paperwork starts to pile up, slowing down the flow of business information and productivity. As a result, this creates storage and retrieval issues, as well as 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. Small business document management can provide countless benefits.
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.
Three Reasons Why Every Small Business Needs Document Management Solutions:
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.
Choose RJ Young for Document Management Software
Regardless of industry, any office can benefit from implementing document management solutions into their organization.
To learn more about how RJ Young can help increase your office’s security and efficiency, fill out a contact form or give us a call at 800-347-1955.
The advent of the digital age created a complete change for the office equipment industry. Up until the digital era it was not uncommon to find an office work area that included multiple analog devices that worked independent of the network. As the roll out of digital products became available companies began to acquire separate copiers, facsimiles, scanners, and printers. This transition of new digital products began to open up the opportunity for the network to become the hub for all devices.
Products could now be connected to the network and all devices became integrated and were no longer just single function. At the same time this transition was taking place, manufacturers began to produce devices that were termed all-in-one or Multi-Functional Devices (MFD). These MFDs allow the office user to have one machine that would copy, print, scan, and fax. This increased efficiency, reduced costs, and most importantly took less space.
Since the network was considered the hub, it was easy to see how with these devices now connected, other efficiencies became possible. These MFDs now became more than just an output device but also became the on ramp for the network. The end user in addition to copying and printing could now began to scan hardcopy files and transmit them through the network. This ability also increased the need for digital information management and a system to file, sort, and locate these digital documents.
With the total integration of products, the ability to move documents around the network, and software to manage the digital documents, we have seen business processes and workflow become very efficient. Today’s office is experiencing less of a need to rely on hard copy output but more on digital output. There has also been a shift to move documents to the Cloud which provides increased security and the ability to collaborate on projects. All of this would not be possible if it were not for digital. Evaluate the use of the MFDs in your office. Are these MFDs being used as ramps to productivity and efficiency in the digital age or still only output devices.
Hunter McCarty – COO
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.
- Sensitive to downtime
- Fulfill legal or financial compliance
- Key to maintaining market share and reputation
- 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.
Business owners — and homeowners alike — are advised to purchase insurance against the possibility of loss or damage of physical property as the result of fire, flooding, a tornado, a hurricane, or other act of Mother Nature and even liability insurance to provide protection from potential legal threats. However, most do not insure the most business crucial part of their business — their data.
In addition to insuring physical property and liability risks, it pays to take the necessary steps required to ensure the safety of — and ready access to — financial information, customer information and other data necessary to running your business through effective data back up systems.
Today, data back up systems are simple, automatic and cost-effective for small and medium size businesses (SEE BLOG POST “LOST DOLLARS.”). Whereas, the cost of not having a back up system in place can be astounding or even devastating:
- 94% of companies suffering from catastrophic data loss do not survive. 43% never reopen and 51% close within 2 years. (University of Texas)
- 70% of small companies (fewer than 100 employees) that experience major data loss go out of business within a year. (DTI/Price Waterhouse Coopers)
- 30% of all businesses that have a major fire go out of business within a year and 70% fail within 5 years. (Home Office Computing Magazine)
The stats are scary, but really unnecessary given the accessibility of back up systems to businesses of all sizes. Don’t be in the 94% of businesses that would not survive—investments in reliable data back up systems are some of the most critical and frequently used “insurance policies” you could acquire as a business owner.
Brantley Pearce – Director of IT Services
Brantley leads a team of IT professionals whose primary goal is to help organizations use their IT resources in a way that helps them proactively maintain their network and allows them to be more productive. He joined RJ Young in 2005 but has been in the IT industry for almost a decade. Brantley is originally from Houston, Texas and works out of our Nashville, TN office. In his spare time he volunteers for multiple organizations. Brantley is married and has two daughters.
Tax season is upon us and companies and individuals alike are sharing in the preparation of filing taxes including finding and organizing supporting documentation for deductions and expenses. For some, the task of retrieving documents can be a task easily accomplished. For most, this can be a time consuming, almost insurmountable, event.
According to the IRS¹, there are five tips you should follow for individuals:
1. Normally, tax records should be kept for three years.
2. Some documents — such as records relating to a home purchase or sale, stock transactions, IRA and business or rental property — should be kept longer.
3. In most cases, the IRS does not require you to keep records in any special manner. Generally speaking, however, you should keep any and all documents that may have an impact on your federal tax return.
4. Records you should keep include bills, credit card and other receipts, invoices, mileage logs, canceled, imaged or substitute checks, proofs of payment, and any other records to support deductions or credits you claim on your return.
5. For more information on what kinds of records to keep, see IRS Publication 552, Recordkeeping for Individuals, which is available on the IRS website at http://www.irs.gov or by calling 800-TAX-FORM (800-829-3676).
This list sounds easier than done and for individuals but imagine what it is like for businesses. Studies show that professionals spend more than 18 minutes locating each document². Now multiply times the number of documents could equal more than 21% lost in an organization’s productivity³!
By leveraging a document management system, filing taxes can be a less time consuming and stressful time of the year. Not only can you easily file supporting documentation, but it can be easily retrieved, backed up, and securely stored—with a mouse click or two.
RJ Young can show you how to make finding documents a little easier and tax time—less taxing.
Mark Turner – Director of Software Services
Mark is responsible for the software sales and implementation teams. He has worked for RJ Young since 2013. Combined he has over 16 years of experience in the industry where 9 years were in IT and 7 years were in software. Mark works out of our Nashville, TN office and is originally from Montgomery, Alabama. In his spare time he volunteers for the United Way and enjoys kayaking, photography and craft beer.
In today’s business world, companies are asking themselves how they might cut costs while improving efficiency to increase the bottom line. What most companies are not looking at would be the time and expense it takes to truly manage information.
When we think of document management, we immediately think about converting paper documents to digital documents. However, that is only part of the challenge because information comes in a variety of flavors. Email, file servers, cloud solutions, Enterprise Resource Planning (ERP) systems, and Customer Relationship Management (CRM) systems, to name a few, all contain vital pieces of information needed to run a business but are also part of the problem. According to Gartner, employees spend an average of 18 minutes to locate each business document¹, resulting in a loss of 21.3% of organization’s total productivity². Couple the loss of productivity with other factors such as increased server farms for storage, risk of outdated versions of documents, data loss, and security breaches, it begs the question of how might we fix this problem.
So how do I know a document management solution is right for my business? Ask yourself these 5 questions:
- Do you have to search multiple systems to find information (i.e. email, filing cabinet, “My Documents,” ERP)?
- Do you have latest document version conflicts (i.e. not sure the last email attachment had the updates)?
- Has someone inadvertently deleted or made changes to your files?
- Have you lost a file due to misplacement or hard drive crash?
- Have you recreated a lost document?
A document management system (DMS) can enhance collaboration and increase the speed of decision making by simplifying the ability to search, retrieve, and archive information. By utilizing a DMS, companies are improving efficiency by 30%³ and realizing a 400% ROI in just 5 years*.
I ask you, can you afford to NOT explore a document management system for your business?
¹Gartner, ²IDC, ³AIIM, *IDC