The following is a guest article by Jim Cropper, Director of Sales at Brother International
Healthcare technology development and modern security needs are continually evolving, calling for a shift toward digitization and interoperability to facilitate easier access to information, and more efficient and effective healthcare delivery. The proof of this is in the 78% of office-based physicians and 96% of non-federal acute care hospitals in the U.S. that are in the process of adopting or have implemented electronic health record (EHR) systems. This means that paper documents and manila folders are no longer sufficient to meet today’s healthcare privacy needs – instead, healthcare professionals are shifting their confidential documents and storing patient records in the Cloud for efficiency, security, and cost-effectiveness.
As more healthcare data is sent to the Cloud, security takes center stage.
Today, advanced security measures like encryption and access controls help to protect data from unauthorized access, which is important for patient privacy and allows institutions to comply with regulations like the Health Insurance Portability and Accountability Act (HIPAA). But the fact of the matter is the vast number of documents in the health sector that need to be scanned, printed, and secured proves the Cloud to be the most viable and reliable option. The Cloud allows employees to securely send and edit documents from any location with their phones, laptops, MFPs, and scanners. This helps save time, reduce errors, improve patient care, and boost efficiency – by safely capturing and sharing patient information, medical records, medication lists, and care instructions, to name a few. But one seminal question remains: Why is digitization and the Cloud an integral part of healthcare document workflow – and how can the healthcare industry up its security and confidentiality game?
The answer is quite simple. Paper documents continue to be part of the healthcare document workflow, and oftentimes, it’s tricky integrating paper and digital content while streamlining daily operations and securing sensitive patient data to meet HIPAA compliance. Security and patient privacy are paramount when working in the healthcare field. HIPAA, for example, standardizes and maintains the protection of sensitive patient information, so healthcare professionals must ensure their data storage methods comply. When healthcare workers know their data is securely stored and patient confidentiality is prioritized, it allows them to focus on their jobs more productively and increase workplace efficiency, all while simultaneously cutting costs.
Digital transformation is the future of healthcare and devices that are Cerner-validated, MEDITECH-tested, supported, and Epic-approved should be the new standard.
Healthcare institutions deal with large volumes of data, upping the need for scaling storage capacity and easy expansion. What was once a paper-intensive industry is now recognizing the benefits of going paperless and adopting document management workflows that will ensure safe, secure, and reliable scanning of documents to the Cloud. Document scanning allows healthcare professionals to save time and money, allowing all of their documents and patient information to be in one secure location. Similarly, utilizing scanning and Cloud processes allows institutions to be as cost-effective as possible. When employing scanners, printers, and all-in-one devices, facilities can securely scan patient records, print reliably and efficiently, and rapidly manage patients and visitors with mobile printing and labeling solutions. In addition, facilities can securely share sensitive documents and critical patient information through the Cloud.
Prioritizing document scanning to the Cloud frees up time and optimizes the overall workflow so that doctors and administrators can focus on what matters most – the patient. There is more flexibility to transfer patient information securely, which allows for more efficiency and productivity in the office setting. Scanning documents protects the document from unauthorized access and provides a “clean-desk” practice, which ensures that unauthorized people will not be able to view confidential patient data. It also proves beneficial for interoperability and data sharing among healthcare systems. The interconnectedness enables a better exchange of patient information between different providers and systems securely and is crucial for delivering comprehensive, coordinated care.
Seamless access to data from multiple locations and devices is crucial as this facilitates better collaboration and efficiency among healthcare professionals. In the event of a data loss or system failure, healthcare institutions should prioritize having robust backup and recovery systems in place to ensure the continuity of patient care. Luckily, storing data in the Cloud usually comes with data centers and backup mechanisms to minimize the risk of data loss. The bottom line is that as the workplace becomes more digitized, safeguarding patient privacy and keeping documents accessible, secure, and confidential with paperless solutions should be second nature. Utilizing printers and scanners to transfer documents to the Cloud allows healthcare providers to devote more time to patient needs by safely creating more workplace efficiencies and auto-document workflows, all while adhering to HIPAA compliance and concurrently cutting print and supply costs.
