Document control in health clinics is critical to patient security, seamless administration and good management. If your document control is still using paper and folders to manage your client data, you need to upgrade! Print files and folders suffer from problems like lost documents, mis-filing, and the ever growing stack of filing to be done at the end of the day. If your staff miss a beat, your paperwork becomes a nightmare and suffers from a slow death. One mis-filed or lost folder a day builds to a landslide.
Document control in health clinics is critical to patient security, seamless administration and good management. If your document control is still using paper and folders to manage your client data, you need to upgrade! Print files and folders suffer from problems like lost documents, mis-filing, and the ever growing stack of filing to be done at the end of the day. If your staff miss a beat, your paperwork becomes a nightmare and suffers from a slow death. One mis-filed or lost folder a day builds to a landslide.
If you’ve ever wondered if an ex-employee has accessed records, or if someone is accessing records without a good reason, there’s no way you can tell unless proper administration has been followed with a paper system. If you are still using printed files and folders, you need to consider moving to a digital system pronto. A solid document management system will do everything your old paper system does, take up less space, and provide more features and benefits than you can imagine.
Great document management systems will allow you to see who has accessed a file, and when, with time stamps and reporting facilities. If you’ve ever had an employee leave under difficult circumstances, this may be useful to allay any stress or fears their departure may have caused. Every person in your organisation will have a unique code used to access and lock files. This unique identifier is used every time they access the file, leaving a digital trail and evidence of any unnecessary client data interactions, and we’ll email you this information monthly!
Records management will also allow for policy driven document management. This means that you can assign the ability to edit files to certain staff, while keeping others to browsing only permissions. Permissions can include:
- Read file access
- Edit file access
- Create files access
- Delete files
This means you control who can do what in your document system. Record updates can be done by trusted and experienced staff at all times, and the move from handwriting to digital records means less problems deciphering someone’s scribble. Doctors and technicians can have varying levels of access for editing, creating and deleting files, and access can also be given according to record types, owners and categories. When a document is being edited, it is effectively locked. Other people can read the document, but not edit it, and the document will show that it is locked by another user. This ensures the integrity of the record is maintained, and a log is kept of all accesses, updates and use.
The records data can also be useful in maintaining your documentation, ensuring it is up to date, and that you have a regular schedule to update health related documents as needed. As the manager, you can create reports for certain documentation that has not been edited in a certain period of time, or those which are beyond a certain age. For example, health directives from the Department of Health, or administration changes through Medicare may need internal documentation updates to remain compliant.
Security is much more improved with digital records management, as you can’t access a file unless your unique code is already approved for access. Training your staff to ensure passwords are kept secure is a key part of any organisation’s ongoing ICT profile, and passwords should be changed regularly as per ICT best practice. We can handle all of this for you, and with our 24 hour support we can also handle any lost passwords, questions and problems.
If your compactus is full and you want to move to digital today, we can also help with preparation, scanning and digital filing to catch your business up to speed.
When empowered ICT handles your document management, we also handle the data and hardware side of the process. We provide our own cloud services, ensuring your documents never run out of space, and are available to you at all times. As your ICT team, we’ll also look after your security, granting and revoking access as you need, and ensuring that undesirables no longer have access to your data. We’re specialists in this area and if you’re ready to know more, ‘Let us help assess your document management and book in a comprehensive audit. Get in touch now Empower ICT – Sales & Enquiries | 1300 850 210