You did it! Your Document Management Software (DMS) is integrated and you’re ready to really make use of this investment. Once Document Management Software (DMS) is fully integrated into your business operations, it is critical to implement standard operating procedures and give proper training to all employees who will have access. Ensuring that the entire staff understands and utilizes best practices allows you to maximize the benefits and features of your DMS. While getting started may seem overwhelming at first, we have compiled a list of best practices to follow when you use a DMS.
RELATED: WHAT IS A DOCUMENT MANAGEMENT SYSTEM AND WHY DO YOU NEED ONE?
Consistent file naming conventions ensure that each file is easily accessible. When you have many different employees naming files without specific guidelines in place, your system can become disorganized quickly. This can lead to frustration and inefficiency when having to spend time searching for a file that is improperly named. Although choosing the best naming convention depends upon your business needs, an example might include the creation date, name, and version. When using a DMS, sometimes referred to as enterprise document management software, decide which process suits your organization and schedule training for all potential users on proper naming conventions.
Secure access should always be a priority. No matter the size of your healthcare organization, you must decide who will have access to the DMS and which permissions each employee is allowed. In order to make these decisions, ask yourself the following questions:
Unclear guidelines on who needs access can contribute to disorganization and confusion.
RELATED: HOW TO MAINTAIN HIPAA COMPLIANCE
Giving necessary users the correct file-sharing permissions allows them to perform their job duties efficiently and keeps files from being shared unnecessarily. Specific administrators will have overarching permissions, but you may choose to restrict permissions based on employee level or department. Putting this type of hierarchy into place lets everyone know who to report to when there is a question or concern about certain documents. If your team is in several different locations, it is essential that a designated employee in each area has the ability to access the DMS and make necessary changes to avoid delays and dissatisfied patients.
Having a plan in place for how long you will retain files will keep your system from becoming cluttered and overloaded. A common problem in many organizations is out-of-date paperwork that is no longer needed yet remains in their files for many years. File retention rules should be clearly written to avoid this issue while following the regulations that apply to your organization. Create version control guidelines stating whether files should be deleted or archived. You can also set specific dates as to when a file reaches maturity and should be removed.
Ready to get started with DigiDoc or have questions about how to make your Document Management Software work for you? Implementing DigiDoc benefits your healthcare system in a myriad of ways, from reducing paperwork to accessing forms and avoiding downtime in case of a system outage. We are here to help you manage your documents so that you can get back to the business of taking care of your patients. Reach out to our expert team today to assist in organizing your healthcare system.