Control the Chaos that Paper Is Creating in Your Agency

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By Chris Collins, WorldView Ltd. 
Home Health Agency Paper Chaos

Do any of these scenarios sound familiar?

  • You’re a multi-branch agency and each location stores its own charts. If someone from another location needs to see something in one of those charts, it can take hours or even days to get a copy of that document.
  • Your agency has multiple copies of the same document floating around, likely because someone wanted to keep a copy before putting the chart back.
  • Someone in your agency needs to pull a chart and it’s not where it’s supposed to be; that person is now on the “paper chase” to track down that chart.
  • Your agency is going to be audited soon. You now need to assign team members to spend hours of their time to pull charts and ensure they are complete before that audit.

These are just a few of the scenarios WorldView has seen within homecare agencies that keep their patient charts in paper form. With an automated document management solution, the strategy is simple: store one copy of a document electronically, accessible by anyone who has access rights.

Think about how much time members of your team spend in a given day filing, retrieving, copying and re-filing paper charts – it may surprise you. With a document management solution integrated with their core agency management software, home health and hospice agencies are cutting costs associated with preparing for audits and day-to-day document retrieval, as well as reallocating FTEs who will no longer have to manage medical records as a full-time job.

For example, one of our customers has increased the efficiency of its Medical Records department enough to reallocate two FTEs into different job roles and subsequently reduce its department staff from four to two. Previously, if staff needed to see a chart, they had to put a request into the Medical Records department to get that chart pulled. It could take up to 24 hours for the chart to be available. By implementing a document management solution, staff members now have immediate access to the chart documentation once the Medical Records department scans it. They also no longer have to worry about re-filing charts after someone works on the documents.

The stresses of managing paper documents have risen alongside the rapidly growing healthcare industry. Fortunately, robust electronic document management solutions are now available to help you grow your business without adding staff.

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