Why you must digitalize your documents in a hospital or clinic

Millions of patients attend each year a hospital, others make consults to family doctors and, almost everyone leave a trail of papers and high value analytical tests.

The growing in the attendance activity pose a complex problem to hospitals: the file’s management. How to storage such high quantity of papers and data in a great quantity of clinic histories and share them with the patients or other centres.

In the majority of the cases, hospitals are overflowing. The lack of space, human ability and technological support makes more difficult the files management, just at the moment when new technologies can offer perfect solutions for that. That is the reason why more and more hospitals, health centres and clinics opt for the documents digitalization to streamline and improve the patient care, but the benefits of implementing a document manager go far beyond offering a quick and simple access to data. Increasing accuracy in searches, reducing costs, ensuring the access security and, definitely, preserving the health professional work are the advantages derived from the integration of this kind of service.

The main usages or advantages of implementing a document management tool in the health sector are the following ones:

Limited access. Data can be consulted at any time from anywhere. Although in Spain it does not still exist a centralized database with all the citizens clinic histories, but the files organization in the different areas, some hospitals have started to opt for the clinic documents digitalization to facilitate data to users from the centre where they are at each moment.

Immediacy and efficiency in the documents management. In addition to turn searches into a quicker and instantaneous process for the health professional, the documents digitalization also allows that certain users could access at the same time, avoiding delays.

Profitability of physical space. One of the main problems which document management solves is the use of the physical space where the file is located, something that is usually very expensive.

More security. When we have sensitive information like this one, it is still more important to guarantee the complete security in the documents management. In fact, the original files are not removed once they are digitalized but they are saved back exactly at the same manner they were for a specific period. Moreover, the digital systems allow to create daily automatic backups, avoiding loses and offering the possibility of using exclusive access permission to authorised people. If, in addition, we want to share and download the patients reports it can be executed through scrambling and encryption. They even themselves can receive a mail with the notification of the results availability in the document management program.

Productivity. When a high quantity of paper documents disappears it is common that the productivity at any working area increase. In case of the health professionals, the document management and, consequently, the clinic documents digitalization, means avoiding movements or long searches, as well as a more effective information recovery.

To sum up, the usage of paper will always exist in the most advanced hospitals, but the important thing is not totally reduce it, but achieve that the digital files management will be useful and provides value day to day to patients and professionals in the sector.

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