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.
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.
- 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.
- 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.
- 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.
- 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.
Keeping records straight is not just good business practice – it is critical to maintaining a productive, functioning company. Having a proper record management system is the foundation which supports business intelligence and the ability to make data-driven decisions which alter the bottom line. However, with businesses seeing more and more data – such as paper-based documents and digital records – flowing through their core, keeping track of it all is a full-time job.
Fortunately, a robust document management strategy provides the exact tools needed to keep record management streamlined and in control. Here are five ways to make an organization’s document management processes more effective to drive long-term productivity and success.
5 Ways to Make a Document Management System More Efficient
Document management solutions rely heavily on workflows to deliver the correct data to the right places. Due to the various ways this can be done, users should consider making records management processes more effective by analyzing it in the context of a document’s life cycle. Here are five ways to make that happen.
1. Leverage Automation to Identify Important Information
Not all documents are records. Depending on the business, documents such as rough drafts and duplicates would not require the same storage and information management. Likewise, it may be time-consuming and impractical to read through every document for necessary information manually. It’s essential to leverage automation, such as keyword scanners or auto-detection, to identify critical documents and clearly define what document information is important and what constitutes as a record.
2. Integrate Devices to Assist with Document Capture
There are many different methods of collecting document information and records because there are various document sources (scanners, mobile devices, multifunction printers/copiers, etc). Many offices today rely on ultra-efficient multifunction printers which are capable of performing numerous actions on the same device. Likewise, these devices typically come with software to integrate the printer with the rest of the office workflow.
Take advantage of this, because it enables powerful abilities such as the automatic transmission of a scanned file to electronic storage, or the creation of a fax from an email which was just received. Captured documents, which are quickly sent from one part of the office to another, are much easier for the right people to access at the right moments to make decisions. Electronic storage will help safeguard your paper documents against environmental disaster and facilitate efficient retrieval of documents, unlike documents stored in numerous filing cabinets.
3. Apply Standardization and Archival Strategies for Easy Retrieval
Finding documents that lack a records management system is similar to “finding a needle in a haystack.” However, having electronic document storage does not guarantee that users will be able to find critical information quickly. With electronic document storage processes in place, it makes sharing document information between multiple users, collaborating on documents, and tracking change history possible. To get the most out of archival and document storage, implement the following strategies:
- Introduce a standardized system for naming files. It will make it easier to understand the general contents of a file based on its name, and standardized file names assist with other forms of business process automation.
- Apply a categorization system across the board. Keep everyone on the same page with where files should go, how, and in what order.
- Clearly define processes and archival access policies to enhance security. The more hands which touch the archives, the more likely they will fall into disarray. Define processes and key points through which documents must pass (to be placed into or removed from) the archives. Files can be digitized and password protected to ensure that only authorized individuals have access to them.
4. Implement Tools Which Foster Collaboration
Document circulation processes typically require inputs, reviews, updates, comments, approvals, or other forms of acknowledgment from different parties or people. When this happens manually, it becomes easier for a jumble of document versions and lines of communication to confuse and frustrate users.
Conversely, a digitized collaboration platform which integrates with other document processes helps keep everyone in one place. Tools such as the cloud-based Google Docs, allow for simultaneous editing of digital records by multiple parties without the creation of extra copies. This ensures that the document stays firmly inside the extensive office workflow to keep everything efficient.
5. Ensure the Safe Disposal of Unneeded Documents
Stray documents cause digital and paper-based clutter while introducing security risks. However, with more documents existing in this digital world, it is not as easy as merely shredding unnecessary pieces of paper. Likewise, the destruction of records does not always mean destroying or deleting them entirely if the wrong procedures are used. Strategically archiving documents is key to controlling costs, maintaining efficiency, and enhancing security. Maximize your IT resources by determining which documents need to be safely destroyed, verses those which need to be archived. This plan will ensure employees do not need to dig through files to find the correct piece of information.
Efficient Record Management Boosts Productivity
Efficient record management is one of the best ways to increase the productivity of an office. When the document life cycle is streamlined and efficient, employees spend less time searching and managing documents and more time on high-value activities which drive long-term business.
Looking to learn more on how efficient document management software can help your business? Contact an RJ Young document process expert today to start a conversation.
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:
- 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)
- 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)
- 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)
- 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 firstname.lastname@example.org.
President & CEO
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.