Game-Changing Healthcare Document Management

Boost accessibility and security with a healthcare document management system

  • Streamlined procedures and workflows
  • Centralized space for important documentation
  • Secure data and compliance

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What Is Healthcare Document Management?

The importance of document management in healthcare

Healthcare document management refers to the handling and tracking of documents, such as patient intake forms, related to your organization. The goal of document management is to have an efficient system that streamlines processes and secures sensitive information. A healthcare organization that does not have a proper system in place can face several risks, including:

  • Disorganization and miscommunication
  • Privacy violations
  • Unnecessary and expensive duplication

It is critical for healthcare organizations to consider these challenges, as well as other notable risks, when researching healthcare document management solutions.

Healthcare Document Management - what is
Healthcare Document Management - the risks

The Risks of Non-Optimized Healthcare Document Management

Unclear systems lead to confusion and frustration

Improper medical document management comes with challenges that affect both patients and healthcare organizations. These include:

  • Privacy and security concerns
  • Compliance violations
  • Data loss and corruption
  • Inadequate training
  • Interoperability issues
  • Duplication and version control
  • Scalability challenges
  • Human errors
  • Cost overruns
  • Resistance to change

These challenges can create major problems for healthcare entities and patients alike. However, if organizations prioritize responsibly managing medical documents, they can minimize these risks and capitalize on the benefits.


The Benefits of Healthcare Document Management

Optimized document management improves patient care

Effectively managing medical documents benefits both the patient and the healthcare organization. An efficient system streamlines processes and makes teamwork easier. Other benefits include:

  • Better data organization
  • Stronger data security
  • Increased productivity
  • Improved regulatory compliance
  • Easier collaboration among staff
  • Better patient experience
  • Reduced costs

Moving to a digital system removes barriers for users and offers a secure place for documents to be stored and accessed. It also provides a more flexible option for document optimization.

Healthcare Document Management - benefits
Healthcare Document Management - Clarity

Clarity’s Solution for Healthcare Document Management

One-stop shop to optimize and manage communications

A large part of document management for healthcare systems involves communications, from emails to EOBs. Clarity understands how important these communications are, which is why we’ve built a solution that optimizes communications and makes document management a breeze. We produce and deliver more than 150 million member communications for 100+ plans each year, ensuring each document is easy to manage and access.

When you partner with Clarity, you get:

  • A digital platform that streamlines your communication needs
  • A seamless solution that optimizes communications and engages members
  • Industry-leading technology that keeps documents and data secure
  • Access to a team of experts who provide guidance

Our experienced team members are ready to help you properly manage your healthcare communications. Request a demo today to view our solution and learn more about the power of healthcare document management.


Frequently Asked Questions

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What is medical document management?

Document management in the medical field is the process of storing, sharing, tracking, and managing files and documents related to patients and organizations.

What is the difference between a DMS and an EHR?

DMS stands for Document Management System, which is the platform healthcare organizations use to house healthcare documentation. EHR stands for Electronic Health Record, which is the digital version of a patient’s health record.

What are some elements of document management?

Some elements include capturing, indexing, and storing documents; creating metadata; and integrating with other applications and systems.

What does document management do?

Document management makes it easier for healthcare organizations and patients to access and manage key documents, such as lab results and intake forms. It also provides a central space for these documents to live, increasing accessibility and reducing frustration.

What is the difference between ERP and EHR?

ERP stands for Enterprise Resource Planning, which is a system that healthcare organizations use to better store and organize data while streamlining processes. EHR stands for Electronic Health Record, which is the digital version of a patient’s health record.

What is CDI in relation to document management in healthcare?

CDI stands for Clinical Documentation Improvement and refers to the process of enhancing documentation for clarity and accessibility.

What are some tips for maintaining healthcare documentation?

Helpful tips include taking diligent and legible notes, establishing set guidelines for document creation and storage, and properly training those responsible for managing documentation.

What risks are associated with physical medical documentation?

There are a few risks that come with using and storing physical medical documents. One of the biggest risks is its vulnerability; anyone could simply grab a paper record if left out, exposing private information. Another risk is unnecessary duplications, which creates inefficiencies and waste.

How do healthcare document management solutions help improve patient outcomes?

These solutions make it easier for medical professionals to access and share patient records, increasing collaboration among medical staff. That can lead to faster diagnoses and communication with patients. They also provide more access for patients, making it easier for them to retrieve important information quickly and efficiently.

What are some first steps for identifying a solution that works for your organization?

A good first step is to analyze your current medical document management system. Identify what works, what doesn’t, and where you can improve. From there, determine what you’re looking for in a new solution and start exploring your options. Connect with account representatives or request demos for solutions that pique your interest.

Clarity by the numbers…

Trusted by 100+ payer clients

150M+ member communications sent annually

99.8% on time or early delivery

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