Document Management Systems for Healthcare Institutions

Friday, June 21, 2019

The healthcare industry is one of the most important sectors in the United States — and it is one that requires a meticulously run system. The consequences of a poorly run system can be dire — life-or-death situations, as well as costly administrative and operational mistakes.

According to the Journal of Healthcare Information Management, the healthcare industry’s use of antiquated technologies has totted up around $250 billion in costs, while suffering from poor latency and missing information. Similarly, the Technology CEO Council — one of the leading public policy advocacy groups in the IT industry — reports that three out of ten tests end up reordered because their results cannot be found. And PricewaterhouseCoopers says that a typical health organization spends about $120 just to find misfiled documents, and around $220 to re-create documents.

These numbers underscore the importance of a comprehensive document management system for healthcare. At Rabbit Office Automation, we recommend using a system that:

  • Streamlines administrative and management functions
  • Enables work collaboration; and
  • Improves efficiency factors for data and information access and security, while boosting cost savings

Products that promise to deliver on these functionalities should typically feature:

A Centralized and Digitized Document Repository

Going paperless makes it easier for healthcare organizations to not only access their documents, but access all versions of their documents. Additionally, a single repository helps ease the document review process.

Automated Indexing

The ideal document management system for the healthcare industry should also be automated to sync email alerts for document-related tasks or status reports, easy tracking of changes, and real-time archiving when it’s necessary.

Protection Against Potential Data Loss

Research published in the Journal of the American Medical Association reports that recorded breaches totaled about 176 million, from 2010 to 2017. Of these breaches, about 75% were exposed or stolen due to hacking and other IT incidents. Your document management system must be designed to protect against any potential loss of data through comprehensive, effective, and reinforced backup and offsite storage solutions.


Finally, all records and documents must be kept according to the regulations of the Health Insurance Portability and Accountability Act or HIPAA.

Ricoh's SP 4510SFTE is perfect for the needs of the healthcare industry with its built-in safeguards to simplify HIPAA compliance. You can store and access your documents in the cloud with its Integrated Cloud Environment service and enjoy customizable controls to complement your workflows.
Talk to our experts to learn more about your options.

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