Consistently reevaluating and upgrading a document management system is imperative for organizations looking to stay up to date with modern technology and trends. Healthcare Technology Online contributing editor Cindy Dubin wrote that Aurora Health Care was one organization that realized it needed something more from its program, which is why they eventually switched over to a new electronic health records provider. Aurora was trying to move to a 100 percent electronic records process, something that isn’t exactly simple for a provider that has 185 clinics, 15 hospitals and more than 44,000 employees.
William Gillette, senior project coordinator for Aurora, told Dubin that when first moving to this system, what they first selected could not handle the amount of documents executives wanted to scan and store. Aurora produced about 50,000 pages of paperwork per day, so they needed a provider in place that could handle that.
After selecting the document management system they now use, the hospital instituted a goal of having paper documents be viewable electronically within 24 hours of receipt. Gillette said it only takes a couple of hours now to do this, showing how well the productivity goals are working for the organization. There are now 38,000 pages per weekday being scanned and 500,00 per month, with 55 percent of the scanned pages being fully indexed using bar coding, 35 percent manually indexed and 10 percent captured electronically sans indexing. This is a much better percentage from just a year ago, Gillette said 60 percent of pages needed to be manually scanned and indexed, a more time consuming way of doing business.
“I expect over the next five years we will take greater advantage of document management systems in our organization as a whole,” says Gillette. “Really, healthcare is no different than any other business. We’re all trying to deal with mounds of paper and make it available electronically.”
Document management creates efficiency, better productivity
Gary Baldwin, editorial director at Health Data Management Magazine, wrote on Information Management that document management will significantly help the healthcare industry. Systems now have more advanced features that can help automate where documents are routed and work to help better capture patient data. Not every organization has improved their system and tried to take advantage of many of the benefits that exist today, but those who do will be rewarded.
“Tech-savvy health systems have devised ways to adjoin their document management systems with other technologies, such as bar coding and optical character recognition, to make their systems more valuable,” he wrote.
The Cleveland Clinic, according to Baldwin, has been utilizing a health records system since 2000 and now scans items such as insurance cards, registration forms and consent forms. Another organization, the Pulmonary and Sleep Associates, told Baldwin that it now uses its system of electronic images and data capture to create efficiencies. Institute administrator Susan Ruby said their document management system is like an employee due its ability to help them get rid&nbsnbsp;of paper efficiently.