How To Get Started With A Paperless Office?

By: YES Medical System

The switch to a paperless office does not have to be an overwhelming experience. With careful planning and a proper implementation changing over to a paperless office may bring you relief; allowing you to concentrate on managing your office or medical practice.

Step 1 - Start with a good scanner

Now we are not talking about that small multifunction inkjet you picked up on sale on boxing day. Although some of these printers may have built in scanners you will want to obtain a good quality device that can handle the volume. It would be unfortunate to start on the road towards a paperless office and suddenly give up due to an inadequate device. From our experience Fujitsu has definitely rose to the occasion; providing high-speed and high-quality scanners, which are up to the task. There are numerous other brands and devices available on the market. In general the scanner needs to be TWAIN compatible, however utilizing WIA drivers is a possibility. Like anything there is no point on wasting time on an inferior product.  Get the right device at the start and save yourself from potential headaches down the road.

Step 2 - Start small, with a plan

So you have purchased a scanner that can do the job. The next challenge in the process is actually starting. Start off small and be consistent. Plan out your implementation and set responsible goals for a conversion to a paperless office.  

Step 3 - Plan out your patient file scanning

One of the largest portions of the paperless process is scanning your records. Depending on how long you have been running your business, office or practicing medicine, it could be quite daunting. Cabinets full of records may seem overwhelming, but it does not have to be. Remember this is your implementation and change takes time. Maybe you want to hire a student over the summer? Plan out scanning a few records each day for staff? Whatever you decide to do have a plan, and try your best to stick to it. You don't have to do it all in a day.

Step 4 - Be consistent with your files digitally, just as you were on paper

More than likely you had a system for your paper records. Duplicate that system, as best as possible, and remain consistent with your records. Make sure that everyone, on staff, knows how files are to be added and updated. Follow best practices and you will enjoy added efficiencies to your workflow.

Step 5 - Embrace the change and enjoy the fruits of your labour

Once your files, or office records, are digitized there is a wealth of benefits you can enjoy immediately. Instead of opening your filling cabinet you can now view your files directly in your application. Why not purchase a tablet, or mobile device, for viewing your records? Maybe securely remote connect to view your files? With a fully digitized office options are now expanded and "the sky is the limit".

How can we help?

• We can provide a fully integrated paperless office solution
• Integrated browser-based
• Set default import titles and categories
• Unique layouts allow you to customize menus for each user
• Customizable templates
• Store images, video, audio, drawings, photos, PDF, DOC or ANY file natively inside our application database
• So much more

For assistance, help or consultation give us a call at (416) 800-3770 or email info@yescorp.ca.