Over the past decades, as computers have gradually come to dominate everyday office life, it was expected that eventually every workplace would be paperless. But whilst most clinics have reduced paper use, many are still reliant – to at least some degree – on paper notes and forms.
Going paperless may feel like the right thing to do, and an easy way to make a difference, but when it comes to putting that into practice, it can be tricky to move away from the processes and habits you’re used to. With a modern and comprehensive clinic management software system in place though, you should find it perfectly possible to streamline your workflows and eliminate paper from your practice.
WHY SHOULD WE GO PAPERLESS?
Sustainability
The most obvious reason for going paperless is often simply to save paper. Whilst availability of recycled paper products has increased, as well as provision for recycling paper once used, the process is still inherently wasteful and can largely be avoided. It’s not just the paper that you can save either. Ink and toner is expensive and has a huge environmental impact, both in its production and use, and electricity also adds to the impact of the printing process.
Efficiency
By keeping all of your patients’ information in one central place, data management is vastly improved, which in turn leads to more efficient consultations. Retrieving information electronically, as opposed to rifling through piles of paper, is both faster and looks far more professional. In addition, automation results in less duplication and lower error rates.
Flexibility
Going paperless means you’ll have access to patient and clinic data wherever you have a broadband connection. With the rise of telephone and video appointments, this gives practitioners and administrative support staff the flexibility to work from home where appropriate, or to ‘hot desk’ and use clinic space more flexibly, including across multiple sites. Not only will this translate into a more flexible service for your patients, but it may lead to greater job satisfaction and reduced stress levels in your team. There is also the opportunity to give patients access to their digital files, for example where other specialists require their history or test results. This is by far preferable to staff having to print off huge amounts of paperwork to pass on to patients, and provides a far more streamlined service.
Improved security
Data protection is a serious and important factor when dealing with information storage at your clinic, and your responsibilities should not be taken lightly. There are two main elements to consider: securing your clinic’s data and backing it up, and ensuring that it is not shared in any way that breaches data protection regulations. Relying on paper files can be risky – something like a fire, a flood or a break-in could threaten them considerably. Paper files are also more susceptible to data breach, for example the possibility of sending classified information to the wrong postal address or leaving a file carelessly out in public. Electronic records are significantly more secure and less prone to breaches when properly backed up and subject to the correct data protection procedures.
HOW CAN WE GO PAPERLESS?
Paperless diaries
Our software makes it easy to create and manage diaries for people, rooms, and equipment, including across multiple sites, with no need for paper diaries. Appointments are easy to book, reschedule or cancel online, at any time and wherever you are. Multiple diary views also give choice to the user; a receptionist may wish to see a view of appointments for the day, whereas a practitioner may prefer to see just their own. Cloud-hosting allows all users to see their schedule flexibly, facilitating remote working for the whole team.
Online booking and payment
Most patients now expect to be able to make bookings online. e-clinic lets your clinic offer the services a modern patient expects, including online booking and integrated card payments, either via your own website or with an easy to use app. Appointments booked online transfer directly to your diary, and card payments are fully integrated for efficiency and to reduce admin (not to mention the paper trail).
Digital forms
Form filling is part of any clinic’s workload, whether it’s to gain initial information from a patient, for consent purposes, or for practitioners’ note taking. These needn’t be on loose pieces of paper attached to clipboards then filed away though. In e-clinic, it’s easy to create custom treatment and consent forms to record clinical data the way you want to. Our clinical and medical form builder allows practitioners to create their own templates for consultation or treatment, tailoring them to their needs with check-boxes, drop-downs, and free format text. It’s even possible to set up charts or diagrams of the face and body to annotate, and upload videos or ‘before and after’ photos.
The integration of Siri allows you to dictate notes directly into the software, with a full medical dictionary to ensure speed and accuracy. Your administrative team will benefit from the system too, being able to design customised consent forms for electronic signature, enabling them to email everything to the patient for completion in advance, or to use an iPad or other tablet on arrival to the clinic. This will save time for both staff and patient, and also help the flow of appointments in-clinic, as well as providing a professional and modern image.
Online pharmacy
Another integration which will aid your transition to becoming a paper-free clinic isthe CloudRX online pharmacy, which allows you to create a prescription within e-clinic for speedy delivery direct to the patient. Additionally, e-clinic includes a full drugs database, with information on dosages and contraindications, as well as cross-allergy concerns.
Communication
Perhaps the most important area to consider when beginning the process of going paperless, is communication. Modern patients expect businesses to get in touch with them in ways convenient to them, and rather than taking phone calls at busy times or finding excessive mail on their doorstep, consumers have come to expect communications mostly via text and email. By sending reminders via text or email you’ll reduce no-shows considerably, and SMS marketing campaigns have been proven to engage with their target audience with great effect. In addition to these features, e-clinic also makes communicating with colleagues, insurance companies and associated professionals quick and easy.
Whether you’re managing a large healthcare chain, or you’re a busy independent practitioner, you’ll find that using e-clinic to help you become a paperless clinic will cut the time you spend on admin and increase patient satisfaction. By integrating with market leading software and apps, e-clinic negates the need for paper forms and files and improves your efficiency, whilst reducing the risk of errors and security breaches. With everything you need in one place, and available wherever you are via cloud hosting, you can streamline the experience of your patients and grow your clinic.
Discover how e-clinic can improve productivity and patient satisfaction in your business with a free, no-obligation 30 minute demonstration, by clicking here.
