5 Tips for Document Collection & Organization for Healthcare
By Tamara Shasha
Using digital tools such as document collection helps organize the workflow. When documents are stored digitally, the records are secure and accessed instantly by all parties involved. When dealing with an industry such as healthcare, doctors have many files that traditionally come with lengthy paperwork. A patient’s paperwork that isn’t being stored digitally could cause much anxiety, as the patient’s paperwork could get mixed up or even lost. This can create friction between the patients and doctors, and even cause patients to change their doctor altogether.
Below, we’ll discuss five tips for document collection and organization for healthcare.
1. Make sure it’s instant
Document collection can now be completed in real time, straight from the customer’s phone. Regarding healthcare, the doctor can upload all relevant documents instantly, providing the patient with their test results. Traditionally, for patients to receive their test results, they would first have to book an appointment, take time out of their day to go to the appointment, and receive the test results. Having mobile access to reports makes this potentially stressful process far more efficient.
Instant access enables customers to have faster digital completion. This is especially crucial in healthcare: Patients being able to receive results efficiently is vital as this could be a life-changing change. For example, if a patient needs to start treatment, having instant access enables them to be informed immediately rather than waiting for the doctor to call them back to find out the next steps of the procedure.
2. Ensure that the document collection tool is secure and compliant
When a document is uploaded, it is then encrypted and stored in a CRM. HIPAA laws enable documentation to be compliant. HIPAA gives patients the right to receive documentation upon request. Therefore implementing a system such as digital document collection provides patients with enforceable rights to see and receive copies upon request of the information in their medical.
If one needed to upload a document to ensure security, the patient could go through an ID verification process to ensure that documents are safe. This could save the doctors and patients time as this gives the patients easy access to log in to their account safely.
3. Enable mobile access
Document collection today can be completed remotely with digital tools. Digital healthcare is a game-changer, and can now help doctors and patients manage all health-related issues as consumers are given instant access to documents.
20% of patients are at first misdiagnosed with severe conditions. For example, if a patient seeking a second opinion sends test results to a doctor overseas using traditional paper-based processes, delays in getting a response could well lead to a misdiagnosis. With documents being sent and seen quickly, the patient could get the doctor’s thoughts quicker, and the patient could continue with treatment if need be.
In addition, when a patient is diagnosed, they would be given access to a support program. Through a smartphone, patients can access the plan weekly, and doctors can view their progress, rather than the patients having to log it in on paper, scan it, and send it to the doctor’s office. This allows patients to be organized with their days, as they can schedule activities around the plan. Rather than waiting for a phone call from the doctor.
4. Integrate digital tools into the workflow
Digital tools can be easily integrated into existing workflows via APIs. APIs make it easy to embed programs. Using APIs and electronic health records (EHR) will lead to a more accurate and timely diagnosis of treatment. They make it easy for the website to comply with all devices and software. Integrating digital tools into the workflow makes the process quick and easy, enabling faster digital completion. An automated workflow means that everything you need is in one place, allowing business workflows to run logically and efficiently.
5. Make sure it’s easy for healthcare workers to use
Healthcare spending in the USA is projected to reach $5.7 trillion over the next few years. Digital tools have been integrated into workflows, and this has presented an increase in productivity when implemented correctly. However, some programming has shown to be challenging to use, causing a delay in the workflow. When digital tools are implemented, they need to be intuitive and user-friendly. Some companies will require the employee to download software or PDF, making collecting documents more complex, while generating overhead managing physical paperwork.
To make it easy for healthcare professionals to use, make sure all the information is in the workflow. Doing this increases productivity as information is stored in a digital and seamless workflow. With easy-to-use digital workflows, organizations can onboard more customers and manage them efficiently.
Use Document Collection for Organization in Healthcare
In the healthcare industry, there has been heavy investment in digital tools such as document collection. From 2014-2018, there were more than 580 healthcare technology deals in the US, each worth over $10 million. Documentation is vital for the healthcare industry. Introducing digital tools will drive efficiency for healthcare providers and their customers, while also cutting their carbon footprint. Using a digital solution has aided healthcare businesses such as GSK. After they implemented a digital workflow, GSK saw an 8-minute turnaround time to capture patient consent.
Integrating digital document collection is easy to use and efficient for customers as they can access information remotely instantly. HIPAA makes uploading documentation effortless, as this protects the patient’s and doctor’s rights. Looking through patients’ files to find paper documentation is both risky and time-consuming for doctors. As a result, healthcare professionals should take advantage of the technology that's proven to boost the productivity of staff, while enabling a fast, streamlined, and mobile experience for their patients.
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