The longer a company is around, the more likely it is to be overrun by stacks of paper. This happened to the Cleveland Clinic, as the 92 year old business handles more than 5.1 million patients each year, according to Healthcare Technology Online.
While many agencies may choose to combat paper with electronic health records, a document management system is another solution that can help clinics regain control. The Cleveland Clinic decided to do this after realizing they needed to do more than just manage paper; they needed to put together unstructured data in a way that made the most sense.
“Putting standards in place helped our physicians get past the problem of ‘if it’s not easy to find, it doesn’t get found,'” Robert White, associate chief medical information officer at the clinic, told Healthcare Technology Online. “Our job in preparing to go live was to make sure that documents got into the medical record and were found in a logical place for our physicians. The ease with which [document management] enabled us to configure all of this data really helped to make this a quick process.”
As far as the benefits they have achieved so far from utilization of document management, White said there has been successful integration of data systems to help centralize large amounts of information. There has also been a great boost to retrieval of files, as physicians can now know exactly where they need to search. This makes the company much more efficient than they were previously, and he said the doctors have found it very handy compared to a paper-based system.
Space saving with paperless business
One big problem a document management solution from Binary Office can help solve is that of space, as data and documents usually only grow larger and more expansive. By utilizing an onsite document imaging and management solution, paper filing can be completely eliminated and organizations can use a hosted system at a different location. Not only will this save time and money, but it will likely rid the company of a lot of frustration.
The Paperless Project said the typical employee likely spends between 30 and 40 percent of their time looking for information in file cabinets, hard drives and email. By implementing a document management solution, this can be cut down to near-zero and save the business hundreds of man-hours per month.