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Document Management Solutions for Canadian Healthcare Facilities

Operating Canadian healthcare facilities involves unique challenges for creating documents, efficient paper flow, and document storage. Adhering to multiple levels of compliance regulations adds complexity to operational efficiency and excellent patient care across departments and medical teams.

Healthcare facilities are challenged by the many types of documents and reports that must be available to multiple providers quickly and reliably:

• Patient account information
• Insurance records
• Lab reports including pathology, scans, bloodwork, X-rays, and more
• Medical history that includes recent illnesses, past surgeries, transplants, implants, etc.
• Prescription information – drug allergies, current medications
• Hospital admittance and discharge records

Each of these documents contains information that is critical to effective patient care, yet must be protected from unauthorized access for viewing, changing, or printing. 

Challenges Faced by Healthcare Facilities

Your Canadian healthcare facility is an ideal candidate for the solutions provided by a document management system:

• Information must be available quickly
• Accuracy is essential for proper patient care and avoidance of treatment errors or complications
• Doctors and nurses must make informed decisions based on current, relevant data
• Patients want – and deserve – prompt attention for their medical issues
• Medical teams need to collaborate on patient care – sharing information is crucial
• Time is essential in many medical situations – the faster the information is available, the better the outcome

Among the challenges for healthcare facilities is the need for privacy. Documents must be available quickly to all parties who need them, yet private information must remain secure and safe from unauthorized access. Paper is easily misplaced or lost and can readily be accessed by individuals who could use the information improperly.

Paper handling is costly and time-consuming. Outdated infrastructure and poorly located printers can cause confidential reports to print where they are not picked up promptly, resulting in lost or misplaced private information.

Both patient healthcare providers and pharmacies are subject to compliance regulations that seem to present a conflict between making information quickly available to authorized parties, while maintain a high level of security from others – including hackers and cybercriminals. 

Document Management Solutions for Canadian Healthcare Facilities 

Document management systems offer many advantages providing strategic solutions for healthcare providers:

• Electronic storage in the cloud makes information readily available to authorized medical team members – from anywhere – anytime. This is critical for collaboration and reference by the team.
• Security is essential – Medical records are extremely private and are protected by multiple legislative agencies. Maintaining compliance with all mandates is a significant benefit of implementing a document management solution designed with healthcare facilities in mind. Multiple levels of security are part of the system, avoiding unauthorized access or deletion of confidential information.
• Workflow – Your healthcare facility can become as nearly paperless as possible with a document management solution. Documents are stored digitally in the cloud, and automated workflow gets the information to the right team members instantly.
• Reduce the cost of paper, ink, and toner, and eliminate the expense of filing, faxing, copying, and printing.
• No lost documents – When referral or collaboration is needed by your authorized medical teams, it can be viewed digitally, with no copying or printing, and no delay in mailing or faxing information.
• Make your healthcare facility more efficient while also reducing the cost of printing and storing documents.
• Locating the documents you need is quick and easy with electronic searching, based on criteria defined by your healthcare facility.

How First Phase Data Provides Healthcare Solutions with Document Management

Transforming your Canadian healthcare facility into a streamlined, efficient operation includes implementation of a cost-effective document management solution. First Phase Data provides our healthcare clients with a complete analysis of document use, paper handling, workflow, security, and document storage. With our review of your business and medical processes, you can be assured of realizing newfound efficiency in your operation, including:

• Reduced printing costs by replacing outdated equipment and leveraging technology for complete document management
• Elimination of paper waste and savings in printer maintenance and supplies
• Agility in your medical teams through the ease of sharing documents, instant availability, and automated workflow
• Training and service that beat our competition and keep your document management system performing flawlessly
• Keeping your documents safe and secure, available to authorized personnel without vulnerability from other users or outside access such as hackers or cyberattacks.
• Maintaining compliance with all applicable jurisdictions

With a robust document management system provided by First Phase Data, your healthcare facility will save time and money, while improving patient service and increasing staff efficiency and satisfaction. We have been putting our Canadian customers first and providing technology that automates business processes and reduces costs since 1983. 

Contact the document management pros at First Phase Data to get started with a full analysis of how document management can benefit your healthcare facility.