Digitisation of healthcare centres: The path to a paperless model

The healthcare sector faces serious problems that slow down care and increase operating costs. In this context, optimising administrative processes has become a priority that can only be resolved through the digitisation of healthcare centres. The concept, also known as digital health, is revolutionising the way healthcare is delivered. If used correctly, it can replace repetitive tasks and give way to automation, real-time data integration and improved coordination between healthcare professionals. In terms of patient service, the aforementioned effects consequently result in reduced waiting times, more efficient use of resources and greater safety in treatments.

However, there are still major doubts about the most successful ways to digitise healthcare centres, or how this may affect our daily lives. For this reason, today we bring you a new article in which we explore the possible applications of digitisation in the field of medicine.

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What is a paperless healthcare centre?

A paperless healthcare centre is one that decides to leave physical document management behind and integrate digital tools into its organisation. The goal? There can be several, such as:

• Eliminate the use of paper
• Reduce costs
• Improve data security
• Ensure information traceability, among others

This can be achieved through different applications: for example, electronic records and patient portals. In recent years, telephone appointments, systems such as electronic signatures and electronic portals have become popular, not to mention medical prescriptions, which first appeared in Spain in 2003.

From the reception desk to the operating theatre: three departments where paper is history

Although it may seem difficult to understand, any stage or moment that takes place within a healthcare centre can be digitised. It is commonly thought that little can be digitised in the healthcare sector, but the truth is that traditional administration can shift its focus towards paperless administration in ways that may surprise you. Similarly, there are a number of key areas that, although we may not see them, also exist within these types of facilities and can benefit from digital transformation: for example, the Human Resources department.

Below, we explain some of the areas where you can apply digitisation in your healthcare facility:

Admission and reception: first impressions do matter in medicine

A reception area cluttered with physical files not only takes up space, but also increases the risk of losing sensitive information and human error. As the first point of contact with the patient, digitising this department is critical to projecting a cutting-edge image and optimising workflow management.

For example, one of the most useful applications at the organisational level may be to digitise the collection of patient data, or even data protection consents. In addition, thanks to the implementation of electronic signature solutions, patients can complete their registration in seconds, whether in primary care centres, dental clinics or hospitals. This ensures clean, secure data entry that is legally linked to their medical records.

Clinical and surgical area: legal certainty and agility in care

Surgical informed consent forms, treatment orders, medical discharges… in the healthcare sector, how many documents do you know? In a medical centre or hospital, the density of documents is overwhelming, and each of these papers is a critical link in the care chain that cannot afford traceability failures.

The first of these, informed consent, is one of the most sensitive documents. However, if it is done digitally, we can ensure that the document is not lost, that it cannot be altered, and that it is available for consultation by the entire team whenever needed.

Another major advantage of digitising healthcare centres is that it allows technical evidence to be collected, which provides much greater legal robustness than a paper signature. This means that in the event of audits or claims, administrative and healthcare professionals can provide evidence to demonstrate the process.

Human Resources and administration: healthcare digitisation starts here

As with any other type of institution or company, regardless of the sector to which it belongs, a healthcare centre has a Human Resources department. Although its categorisation and physical presence may vary depending on whether it is a public or private healthcare centre, both will have an internal organisational system.

Applied to this department, electronic signatures can be a great help when managing contracts and payroll: with a simple email, employees can receive all the documents they need signed by the company, so they can complete the signature wherever they are, quickly and easily, and without any worries. As far as suppliers are concerned, it can greatly facilitate the daily workload by allowing invoices addressed to them to be managed digitally. This shows that the digitisation of healthcare centres also simplifies internal administrative tasks.

Digitisation of healthcare centres: A step-by-step guide to avoid dying in the attempt

Now you know about the applications that technological tools such as electronic signatures can have in your healthcare centre, and they sound good, right? However, we cannot just choose the first tool we come across. We are talking about patients, administrative staff and healthcare professionals, so the digitisation of healthcare centres is a decision that should not be taken lightly. On the contrary, we must establish a roadmap that will serve as a basis and help us to act cautiously, with a clear, known and logical course of action:

• Internal audit: The first step we need to take to achieve full digitisation in the digital sector (or, at least, the digitisation we need according to the characteristics of our healthcare centre) is to identify which processes generate the most paper. Or, in other words, what are the decisive moments that we want to digitise and make paperless? While for some clinics this may be limited to the admissions area, dental clinics may also include electronic signatures on informed consent forms or other types of documentation.
• Selecting the right tools: Next, we will analyse the options available on the market and which ones can meet our needs. From among those selected, we will choose the one that best suits us based on functionality, technical support, cost, and other testimonials or success stories.
• Staff training: We have analysed the key moments within our health centre that cause the most delays, and we have the technology to change that situation. The next step is to train our employees in these tools. Some may be reluctant to change, but it is important to train them and let them know that, although any change can cause frustration, the goal is for the common good: to reduce waiting times and improve patient well-being. And technology is a great ally in achieving these goals.
• File migration: Finally, we will plan a strategy to follow when we have to migrate all existing paper documentation to the digital channel.

Optimise your healthcare centre: Less bureaucracy, more care

While the digitisation of healthcare centres offers incredible advantages over traditional administration, we must not forget the main objective of this complex digital transformation. Without a doubt, it is to improve patient care: the less bureaucracy there is to complete, the more quality care time there will be.

Although the digitisation of healthcare centres offers incredible advantages over traditional administration, we must not forget the main objective of this complex digital transformation. Without a doubt, it is to improve patient care: the less bureaucracy there is to complete, the more time and quality care will be provided.

At Viafirma, we help healthcare institutions eliminate paper barriers through advanced, comprehensive and 100% legal electronic signature solutions, including the digitisation of healthcare centres. With Viafirma, your healthcare centre will be able to:

• Streamline patient admission
• Ensure legal certainty in informed consent
• Optimise the internal management of your medical team

Don’t let bureaucracy slow down the quality of your care. Request a free demo today and discover how to transform your administrative management into a competitive advantage.