How to Perform Efficient Health Records Management
If your health records management system is not optimized, it will affect the quality of service your clinic can provide. Click here to learn more.
Have you optimized your medical center for optimum efficiency?
If you haven’t, you could be putting the quality of your services at risk. Every health center relies on efficiency and organization, and if you aren’t prioritizing that then you might start to fall behind your competitors!
One way you should be organizing your health center is through records management. If your patient records aren’t well organized, it’s time to put a system in place to make sure they are.
Learn more about health records management and get inspiration for your own system in this guide.
Why Do You Need Health Records Management?
Medical records management is crucial to every medical center for a number of reasons.
Firstly, of course, is patient confidentiality and security. If you don’t have your patient records kept in a safe, secure system, you’re putting their information at risk. If there was ever a data breach, that would reflect very badly on your medical center and potentially see patients moving to a competitor.
By keeping your files well organized, you can also improve the efficiency of your healthcare. When a patient comes in, all doctors should be able to easily access their files and see an overview of their medical history, which helps with future diagnosis.
This should work both for their regular doctor and for others in case the patient has to see someone else at short notice.
Good patient record management should ensure that records are securely kept for years to come, reducing data loss and making sure your health center runs smoothly. If you think it’s time your system is updated, here are some ideas you could put into place.
1. Use Automation to Detect Vital Information
Not every document that you have to file is a patient record. You may have other files, such as drafts of letters and duplicated files, that don’t need to be stored in the same way as your patient files. But reading through every document that’s being filed is far too time-consuming and would slow down your practice.
Instead, take advantage of automation tools. These can be used to scan a document for keywords and crucial information that it will use to categorize a document. From this, it can separate your patient records from everything else, making organization a breeze!
2. Use Devices to Capture Records
Switching from paper files to online is something that every medical center should be doing. Paper filing is outdated, not very secure, and could lead to loss of records through misplacement or accidents, such as fires.
When uploading your files online, it’s vital you integrate devices into your system that you can use to capture the documents. Multifunction printers are a good option so that you can scan your records whilst performing other jobs, like printing and copying, all from one machine.
Once the document is scanned, you can upload it into your system and send it where it needs to go instantly.
3. Integrate Collaborative Tools
If you’re looking to improve the efficiency of your business, you can use collaborative tools alongside your medical record management.
For example, you could incorporate SAVI Group’s Revenue Cycle Management alongside your records system. This makes collecting and recording patient payments easier, and you can instantly store patient invoices and claims alongside their medical records.
By incorporating these collaborative tools into your system, you can keep everything for your clients in one place. It’ll become easier to transfer and share all the information a doctor needs and make sure everyone in your practice is always on the same page.
4. Introduce Online Filing Systems
There are plenty of ways you can optimize your medical records process and filing systems.
For example, you can introduce a standardized naming system for all medical records, making it easier to understand what’s in the file without even opening it. This will also help prevent file loss and help doctors and receptionists quickly find the records they’re looking for.
You should also make sure everyone knows how files are stored. For example, you may store records within a patient folder and in date order. Making sure everyone is aware of this will reduce storage errors and prevent file loss.
There should also be a level of security that keeps your filing system safe, such as password protected records that can only be accessed by those with the authorization.
Not only will this keep your files more secure, but it’ll also prevent too many people from playing around with the system and causing it to fall into disarray.
5. Health Records Management and Disposal
Disposal of unneeded files is vital to keeping an organized medical file system. But, not all files need to get deleted from the system completely. Make sure you have a system to separate the files that need to be archived from those that need to be properly deleted.
For the files that need to get removed from the system, make sure you can do this safely and completely. The wrong procedure could mean they’re still on your system or in the cloud, which compromises your security.
Boost Productivity With Records Management
Making sure you’ve got a proper health records management system is vital to keep your medical center secure, efficient, and productive. Without one, you risk being left in the dark ages and losing patients to other practices that do have a system in place, which nobody wants!
If you’re interested in setting up electronic health records and would like a collaborative, efficient system, be sure to take a look at Revenue Cycle Management from SAVI Group. If you have any questions about our tools, be sure to get in touch with the team today.