Adopting digital technology and going paperless is now crucial for companies to fall in line with Government policy and to assist with compliance to legislation.
Transitioning to a paperless medical practice may seem like a daunting task but it doesn’t have to be. Make one small change at a time, gradually converting all your existing paper forms and processes to electronic ones. Getting started is as easy as investing in the right equipment and creating the right forms.
The problem with paper
Not only paper can be easily lost or damaged, but filed documents are not always secure either, as people who aren’t authorised often have access to them. Although secure filing cabinets can be used, human error can result in them being left unlocked or keys being lost. Even locked filing cabinets don’t guarantee security. If someone truly wants those documents they can, albeit illegally.
Security and trust
“For me, privacy and security are really important. We think about it in terms of both: You can’t have privacy without security.”- Larry Page
An extra benefit of digitising your clinics processes is the backups you can make in the cloud. Imagine your clinic caught fire. What would you lose? Your clinic fit out and equipment would be gone, but what about patient records as well? Tax records? Receipts and invoices?
By digitalising these processes, you’ll have secure access to all of your most important files no matter what disaster strikes, safeguarding your business and your clients, who will appreciate the extra security this provides.
Imagine how much happier your time-pressed customers will be when you can satisfy their requests in seconds instead of hours, or when you can send copies of the documents they request instantly via email instead of by express courier.
Better decision making
By digitalising all of your interactions with clients, suppliers, GP’s, 3rd parties etc., you create great opportunities to make better, more informed decisions. Using cloud accounting and client management apps for example, you can now quite easily create reports that detail:
- Client behaviour
- Sales patterns
- Predicted tax
- Incomings and outgoings
- Potential marketing and sales opportunities
Complying with GDPR
As part of the process of going paperless, the right digital document management providers like Pabau will help you comply with GDPR in a number of ways. For example, we can help you review your existing document and data storage processes, develop new document management procedures, deliver staff training and establish a complete audit trail so documents can be easily traced.
Paperless systems are convenient and useful, and we know how to develop them. This is not to say that you should get rid of every paper in your clinic, but it is better to automate everything that makes sense to do so for a better customer experience and workflow.