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Paperless Medical Office

A paperless medical office is any doctor’s utopia.  However, there may be some fear involved with converting your organization over to a paperless office.  In this article, we will go over common obstacles one may face by getting away from paper.  A paperless medical office can be a wonderful if setup correctly.  It can save your office time, money, and resource costs.  Many businesses who convert to a paperless office find they would never go back to the old way of doing things.  The following are some road blocks in thinking to convert your medical office over to a document management system.  Either you or your employees may have had some or all of these thoughts at one time.  We will cover them in detail below along with common responses we give when these issues are brought up.

5 Obstacles of Going to a Paperless Medical Office

  • We are used to doing things a certain way – This is a common initial fear of converting to paperless from any business.  However, a paperless system is just like a paper based system without the paper of course.  In fact, records can be found in seconds rather than taking a long time to find documents.  A physician can use an iPad or computer to quickly pull up a document, right there in front of the patient even.  They can search for a keyword such as “back pain” and instantly have any document pulled up that mentions back pain.  You medical office assistants can easily pull charts and previous documents without the need for searching.  Everything can be automatically filed without having to dig through charts, books, and filing cabinets.  A paperless medical office is a new way of doing business, but much more efficient than the old way.
  • It will be hard to convert to paperless – We get this question often.  It concerns how to go about converting to a paperless office in a seamless and quick way.  With today’s technology, a scanner can process hundreds if not thousands of documents per hour.  It is simple to scan all your existing client files into the document management system by simply touching a few buttons.  Then, as new documents come in, they can automatically be filed into their proper document management folders.
  • If it is on a computer, will it actually be secure? – Yes, it will be more secure than it is in a filing cabinet or records office.  A paperless document can be assigned permissions so that only certain approved staff members can view it, or even modify it.  The document management software even tracks who modified it, what they did, and when.  It’s HIPAA compliant, so you are worry free when it comes to patient confidentiality.
  • It seems too expensive – There is a capital upfront cost.  But like any business essential tool, it becomes a necessary evil in doing business.  A paperless medical office is run much more efficient.  Most organization can see a return on investment within a year’s time.  Imagine all the compounded hours employees spend filing and looking for documents.  Not to mention the cost of store and shredding, coupled with printer and toner costs.  In the end, the product pays for itself!  There are also lease options available for the business so that their capital outlay is minimal and can be spaced out over time.
  • It cannot integrate with other software we use – This is false.  A document management system can integrate with many other systems.  This includes billing software, office products, and web forms.  Your paperless medical office can be made to “talk” with various systems.  Information can be automatically imported into the system from other systems.  In other words, it can be kept in sync with other business critical systems already in place.

If you have some specific questions about how a paperless medical office can be achieved with minimal headache, sign up for our FREE live webinar.  We hold them each week and can take the time to personally answer any questions you may have.

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