CATEGORY 16 AUSTRALASIAN DENTIST INNOVATIONS Efficient document management is a key component to running a quality healthcare practice. While more practices have gone ‘paperless’, many still store their digital documents inefficiently and unsecured on computers, which can lead to: u time wasted trying to locate the current version of a file u greater risk of data or privacy breaches if anyone can access a document u data loss if files aren’t backed up u human error with tasks being missed or performed incorrectly u interrupted workflows u not meeting compliance or accreditation requirements. Using a centralised document management system can help streamline your practice processes and ensures your practice and patient data is stored securely. Below are some benefits of an online document management system in more detail. 1. Better data security, privacy and back-ups A data breach can cost a business in excess of $2 million, depending on the severity. Using a centralised management platform like PracticeHub, practices can load and store all their confidential documents on to the system and can authorise certain employees to view specific documents depending on their role. Any amendments that are made to any documents can be tracked via an audit trail. By storing and managing your practice documents on a cloud-based platform, the hassle of manual file backups is often removed, and you can relax knowing that your documents are stored securely. It’s important to perform your due diligence on any supplierbeforemovingyourdocuments Improve practice efficiency and patient care with a document management system to a cloud-based platform. Understand what security protocols the supplier has in place, what location your data is stored and that it meets any regulatory requirements for your practice. 2. Improve workflow efficiency With a document management system, automation saves time and improves efficiencies in workflow. A platform like PracticeHub lets you link relevant tasks and documents to your practice policies and procedures. You can assign tasks to staff roles and monitor compliance and completion. Alerts and reminders ensure you meet compliance or insurance renewals and task deadlines. Policies are regularly and automatically updated in line with regulatory changes. PracticeHub’s audit history displays all the changes made to the policy, procedure or document. To ensure that the practice’s staff are continually up to date with any amendments made, staff are required to read, understand and agree to the changes. By having a singular and updated copy of documents loaded in the system, it can reduce the risk of human error or compliance breaches. 3. Improve collaboration, performance and off-site management Storing and managing your practice documents in one place online makes them more accessible to your team and you – wherever you’re working from. PracticeHub’s dashboard gives an overview of tasks and their status, for easy tracking. Centralised sharing of documents promotes efficiency and collaboration which can in turn enhance team building, morale and better performance – making staff feel like their input matters. 4. Save time, money and space Paper-based or inefficient digital filing can cost you more hours in staff wages which could be better spent on patient care and ensuring compliance. Utilising a document management system, enables practice owners and managers to spend less time on practice administration and more time on big-picture strategy to grow the business. You also save money on paper and printing costs. 5. Reduce error and risk Well managed practice policies and procedures improves the quality of your service to patients, and your regulatory compliance. This is easier with a document management system. The customisable policies and procedures templates in PracticeHub are written by practice management experts, providing bestpractice processes for patient care and business management. The integrated registers streamline insurance renewals management for clinicians and equipment maintenance tasks. PracticeHub also includes eight training modules on common risk areas. This saves you time and money on external training and ensures staff stay compliant in their roles. Ahpra Alerts features automatically update practitioner registration status helping to streamline regulatory compliance for a practice. 6. Simplify accreditation preparation and assessment We’ve seen how a document management system improves compliance, and it stands to reason that this helps make it easier for your practice to not only meet accreditation or quality requirements, but also to prepare for assessment. With PracticeHub’s Standards-aligned policies and procedures, task monitoring, training modules and audit trail, you have a record of what you need to prepare for, and meet accreditation – all in one place, for quick, easy access. u Discover how PracticeHub’s document management system streamlines your processes, saving you time so you can focus on improving patient outcomes. Visit the PracticeHub website www.practicehub.com.au or call: 1300 96 86 36.
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