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

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:

  1. 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. 

  1. 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.

  1. Supporting Copy
  2. 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
  • Contracts
  • Tax Identification Documents
  • Employee Records
  • Patents
  • 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.

In today’s fast-paced economy, there is a considerable competitive gap between paper-dependent organizations and those utilizing electronic content management. Manual paper processing is significantly slow, subject to error and an inefficient use of employee time. However, document management solutions deliver advanced automation allowing companies to effortlessly streamline the management of data. By using routine, systematic tools to automatically capture, index and route information, document management software makes your data work for you.

Here are three tools for business users to efficiently capture, organize and process data with minimal effort:

Document Workflow

Is the flow of information within your business accurate and efficient? With an electronic document workflow, replace paper-based file distribution with an automated stream of documents to simplify the route of information. Creating a workflow is a one-time task, where a user defines the required document route and activity based on specific conditions. When a document meets the specific criteria, the system will trigger the workflow and push information through as arranged. Users can set automated exporting of data to release into an archive, to email, or even for the direct feed of information to other line of business applications. Regulatory requirements can also be set so that the workflow monitors document dates to watch for appropriate retention times.

The electronic document workflow automates virtually any document driven processes within your organization with key features including date math routing, exception reporting, multi-level approval processes, automated data export and automatic document matching. By creating and maintaining workflow automation, your organization can keep business moving while ensuring pre-defined document conditions are met.

Examples of use:

  • Document Retention Scheduling
  • Accounts Payable Automation
  • Contract Management

Capture Workflow

Save time spent standing by the scanner. An automation tool delivers enhanced document capture, high value data extraction and document delivery automation. This user-friendly type capture system creates and maintains document capture and distribution. High-quality batch processing allows for automated data extraction from faxes, email, scanned images and other digital records in bulk. Some automation tools can even monitor a “hot folder” for incoming records and automatically index the files based on an accompanying CSV file.

When grabbing documents, automation tools can extract file names and assign them to an index field. These documents can then be routed for archival, or triggered within a set document-driven workflow. Once processed, records are then available to be delivered. Users can then be notified whenever a document arrives in a specific archive through custom email messaging. The message may include index data for describing document detail to the recipient.

Processed records can be scanned directly to:

  • An Inbox—a temporary repository awaiting user assessment
  • An Archive—where documents are directly indexed and filed away
  • Easy file system for access

Automated Extraction

Manually entering data into your line of business application is highly prone to human error. Automated extraction through Optical Character Recognition (OCR) is the reliable alternative, built to automatically find and extract high value information to be shared and re-purposed. Powerful image enhancement and confidence based reporting are just a few of the tools that combine to ensure that you are getting the highest quality data extraction from your documents. The resulting data is then fed through a Quality Assurance engine that checks your output to ensure it meets the assigned level of confidence, prior to releasing it to SmartSearch. Establishing OCR zones is another option for setting extraction guidelines for uniform, large batches of documents. To take accuracy to the next level, users can add a page registration marker to protect against misreads that result from paper shifts during the scanning process.

Using OCR Text Recognition in a pre-defined document capture process will enable the system to go to work and automatically start grabbing data. Data successfully extracted from your documents will be released to SmartSearch along with the original image file. Optical Character Recognition capabilities provide your business with reliable, high-quality data extraction.

Benefits include:

  • Prompt, error-free data retrieval
  • Elimination of double data entries
  • Zonal OCR markers for accurate batch scanning

Document management relieves the pressure of manual data processing by converting paper files into electronic data documents. In doing so, businesses become more efficient and secure with their data. Automation tools grant the ability to streamline small or complex tasks easily and quickly to make your data work for you.

Josh Burgoa, Software Sales Specialist at RJ Young
Since January 2014, Josh helps provide customers with electronic document management, document output, workflow automation and print management solutions. He also helps with ways to streamline their business processes through technology. In turn, cutting customer costs and increasing productivity. He graduated from Middle Tennessee State University. Josh is a Software Sales Specialist from our Chattanooga, TN office.

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.

 

 

In a digital age, where multi-functional copiers, scanning and electronic document management technology are affordable and accessible, business managers are still stuck to paper like a ball and chain. In fact, most companies continue to rely on paper processes to operate their daily business. These piles of paper are costing you time, eroding your profits and placing your business at risk of devastating loss.

 

Below are four ways manual document and paper information management processes are hindering your business success:

 

  1. Costing you time and productivity.

Paper documents are costing you valuable time.

  • The average executive wastes six weeks per year searching for documents. (Source: Esselte)
  • US employees waste 6+ hours per week locating, sharing and storing documents. (Source: Esselte)

 

  1. Eroding your profit and efficiency.

Time and productivity losses add up.

  • It costs $20 to file a document. (Source: Coopers and Lybrand)
  • It costs $120 to search for a misfiled document. (Source: PricewaterhouseCoopers)
  • 1 in 20 documents are lost. (Source: Coopers and Lybrand)
  • It takes 25 hours, on average, to recreate a lost document. (Source: Coopers and Lybrand)

 

  1. Placing your business at severe risk.

Recovering paper-based data is very difficult to secure and recover.

  • 28% of companies had records management and security practices criticized or exposed by an audit in the last three years. (Source: AIIMs “Plotting Changes”)
  • Data loss is a risk as well, 44% that suffer data loss never recover business data and 47% go out of business in two years. (Source: Document Management Research)

 

  1. Slowing down mobility.

Manual documents are not helpful for remote workers and mobile businesses.

  • 65% of employees say it’s important to be able to access work information on the go, from anywhere. (Source: Adobe Paper Jam)
  • 52% of employees it’s expected to be available and responsive no matter where they are.   (Source: Adobe Paper Jam)

 

Cut the ball and chain. Don’t let manual, paper-based, document management processes weigh down your success. Turn your multi-functional copier into an on-ramp to electronic document management to improve productivity, efficiency and help ensure business data security and continuity.

 

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.

 

As we look forward to 2016, and continue to celebrate RJ Young’s 60th birthday, I want to say how thankful I am to each of our customers, partners and future customers for the support you provide each day and for allowing us to be a part of your business success.

As we look to a new year, and another decade, we remain committed to the same strategy of growth and excellence for which the RJ Young brand has become known—focusing on your success, the customer. A few initiatives to continue to meet our customers’ needs and support continued growth, include:

  • Expanding Managed IT Services
  • Growth of Software & Document Management solutions
  • Adding new product lines, most recently Mimaki large-format printers
  • Adding key support team members in IT, Sales and Service
  • Investing in technology upgrades to offer the latest customer support

Because of your partnership and support, we’ve been able to continue our mission of taking care of our customers, taking care of our employees and giving back to our communities. Below are a few ways our team gave back this year:

  • More than $66,000 given back to local communities
  • Over $150,000 in scholarships through higher education partnerships
  • Granted $16,000 in John T. Crunk scholarships to children of RJ Young employees
  • Employee giving and matching initiatives resulted in:
    • 2 families sponsored through “Make-A-Wish”
    • 49 Salvation Army Angel Tree “Angels” for the holidays
    • Over $9,000 raised through the “13th Annual Pumpkin Run” benefiting the American Heart Association

It is with great excitement that I look to the next year and next decade of growth by supporting your success. Should I be of help to you, I ask that you contact me directly at (615) 620-4133 or chip.crunk@rjyoung.com.

Cheers!

Chip Crunk
President & CEO

Does the thought of automating your workflow, taking your business paperless and maintaining a secure environment, make you short of breath? Do you want to give up before you ever get started? If so, then first, you are not alone. Second, take a deep breath. Now, great marathon runners did not train overnight, nor are great workflow and automation processes that deliver optimal productivity.

The demand for modern business managers to evolve to secured digital documents and automate workflows is increasing, and it’s critical to remember that the process is more of a marathon, not a sprint.

There are four key stages of transitioning to automated workflows.

  1. Paper Processes: 
    • Today’s multifunctional devices are advanced and serve as output management tools as well as an on-ramp to digital workflows. A few features such as secure printing with badge swipe or password authentication help reduce and secure output. Advanced Capture and Data Extraction is a key piece to onboard with an Electronic Document Management (EDM), specifically converting paper files to electronic files by scanning. In some cases, these could be a timely and error prone process if these are manually keyed into the EDM solution. Advanced Capture software allows for organizations to automate the scanning process by eliminating manual indexing and extracting important information to be placed into your line-of-business applications. The right equipment and management strategies will ensure that you are reducing unnecessary output, controlling output access, and building a ramp to a digital document management system – all while improving security of document information.
  2. Electronic Document Management
    • Advanced cloud technologies have helped facilitate secure document management systems, making document information secure and accessible from anywhere at any time. As you transition from paper processes you will see this system develop. A way to automate the document management system is through the use of online forms. Accessible from anywhere at anytime, these forms automatically populate systems.
  3. Business Process Automation
    • Once you evolve by optimizing paper processes and setting up electronic document management, you can advance to automated, rules based workflows. Setting up rules to automatically route, track and distribute documents is a significant step to reaching the pinnacle of automation.
  4. Optimized Processes
    • The bad news is that the marathon doesn’t really end. On-going optimization of systems, made more attainable through metrics provided, is critical to ensuring you stay in the race and in front of what comes next.