If your medical office is not utilizing scanning and document management, you probably find yourself going around in circles. Whether it’s looking up payment receipts, verifying patient appointments, or faxing over documents to other offices, you’re wasting valuable time. To ensure the best outcomes for your patients, it’s important to manage an organized and productive medical office.
There are many ways you can maintain a coordinated medical facility, but here are five of the easiest and most effective.
- Reduce or Eliminate Paper Files
In this day and age, it’s not necessary to have paper files taking up space in your office. More medical offices are doing away with paper files to streamline operations, free up floor space, and comply with privacy laws. Working with a document destruction company will help you fulfill these goals. Documents are shredded according to a predetermined schedule, keeping your workplace free of paper waste.
- Use Scanning Services
Important data including: patient information, insurance claims, invoices, and lab results, can be scanned into your medical management system for easy access. All information is inputted quickly, efficiently, and accurately. There are a number of medical management systems available, so you’ll have to do your research to find the best fit for your office. Look for those that are updated in real-time, secure patient data, and optimize for each user (physicians, IT staff, office managers).
- Order Supplies Online
Running out to an office supply store takes time away from your practice. Stay organized by ordering all medical supplies and office products online. Some vendors even allow you to reorder your supplies in one simple click so you don’t have to go searching for product numbers and manufacturers.
- Assign a Mail System
Whether opening physical or electronic mail, have a system in place for what department gets what mail. This way, you don’t waste time looking at the same mail twice, and all invoices, insurance payments, lab reports, etc. go to correct departments. Paperwork that is not needed can be placed into locked bins until your shredding appointment.
- Plan for Emergencies
Emergencies do happen. As a medical office with sensitive information, it’s important to have a protocol for potential security breaches, hacks, natural disasters, etc. Planning ahead for these types of situations puts your mind at ease and allows you to respond accordingly to the situation. Plus, secure file storage is required by your state.
Keeping an organized medical office takes effort, but it’s an important step to take. Being organized allows you to serve your patients, comply with privacy laws, and run a more efficient business. To make a smooth transition to professional document management, contact Global Document Services today.