Document management for healthcare

Document Logistix empowers your healthcare organisation to streamline electronic, paper and document workflows, to gain the control you need to ensure healthcare document compliance while reducing costs and maximising efficiency.

Document Logistix helps healthcare organisations such as healthcare trusts, GPs/dental/local providers, central NHS, healthcare outsourcers, healthcare insurers, nursing care homes, assisted loving complexes, home care providers, pharmaceuticals, biotechnology and scientific services companies. We help healthcare organisations to manage many types of information, to achieve operational efficiency and to achieve assured compliance with regulatory requirements.

The twin drivers for healthcare businesses are efficiency, to service customers or patients quickly and effectively, and compliance, to maintain data securely and meet strict audit standards.

Maintaining customer data: GDPR and industry regulations

There always was pressure on healthcare organisations to capture and manage information securely. The introduction of GDPR in 2018 adds another layer of compliance complexity around privacy and data protection, which dictates how client data is kept, used and shared.

Document Logistix helps healthcare bodies to capture and store information to meet its data protection obligations.

Inspections, quality standards and audits

NHS facilities are regularly the subject of internal and external inspections and audits.

Pharmaceutical companies, similarly, have to comply with the standards of multiple watchdogs, independent auditors and governing bodies (for example: FDA, MHRA).

The Care Quality Commission (CQC) is a body with responsibilities for overseeing the quality of care services. CQC assesses operational aspects such as safety and effectiveness of care. County Councils also play their part in observing care standards.

Each transaction and continuous updates to information in Document Logitix’ systems are time-stamped with audit-trails, which speeds up audit processes and helps to assure compliance with regulations.

Rules-based workflow ensures information capture

Rules-based workflow means that client, product or treatment procedures are followed strictly according to company policy. Each checkpoint requires completion to allow further progress.

Automation can be introduced in workflows to trigger alerts or escalation to senior staff members to ensure that procedures are met.

Go paperless OR digitise paper-based information

Many hospitals, clinics and care homes aspire to going paperless, yet in reality have to rely on many paper forms and print high volumes of documents every day. Paper is hard to track and costly to manage, and pose a serious risk of document compliance breaches.

Document Logistix will help you to go paperless where you can, and to manage paper-based information far more efficiently and securely.

Supply chain records

The clinical and medical sectors traditionally have a global supply chain. Whether drugs, equipment or other supplies, traceability is a strict requirement. If personnel, then proof of qualifications and training is required to be kept on record.

Digital document management: capture, store, retrieve

Digital document management enables healthcare bodies to capture information comprehensively, store and manage it securely, and allow permissions-based access instantly from any location. Healthcare bodies can also implement automated retention policies to ensure that data is retained and destroyed according to industry sector regulations.

Centralised data, digitising paper and auditability

As digital document management overcomes the problems innately associated with paper-based systems and data silos, audit trails are complete and quickly produced.

Historically data was housed in multiple systems and locations such as CRM, HR, Customer Services, filing cabinets and email.   

The ability to keep time-stamped information in one location greatly eases the burden of frequent, strict audits and inspections.

Digitally streamlining operational processes

Healtchare organisations generate a constant stream of paperwork, for example: client and patient information, information on relatives, care regimes, medical records, general correspondence, invoices and receipts. The majority of documents today are electronic, received via email, yet paper documents are still a significant part of day-to-day operations among care staff and field workers. The key to success, regardless of format, is proper information capture and secure storage that facilitates access and information management. Successful healthcare operations use Document Logistix to digitise and index paper assets.

Digital storage and document process automation with Document Logistix’ flagship system, Document Manager, will helps healthcare organisations to overcome process bottlenecks, deliver business efficiency, and achieve assured compliance with regulatory requirements. 

How Document Manager optimises healthcare processes

1 – Automatic Document Capture

Document Manager collects, sorts and stores documents of any format with the help of intelligent capture and indexing. Document Manager distributes them to the right members of staff, and works with mobile devices and business apps.

2 – Digitally Directs Workflow Approvals

Document Manager automates healthcare processes through efficient, rules-based workflows. Tasks are assigned immediately to the appropriate staff members. Since records are all directly linked, as well as any correspondence involved in a specific topic, everyone has what they need in order to make informed decisions.

3 – Meets Compliance Guidelines

Document Manager looks after your healthcare retention and reporting obligations. Every document is stored according to legal requirements, which means every transaction can be tracked. Document Manager uses multiple encryption layers to ensure security.

4 – Third Party Systems Integration

Document Manager integrates with leading third party systems. This makes it possible to store and search documents in Document Manager from any departmental system, and to take content from documents and enter it into your ERP or management other systems.

5 – Improves Security

Whether you are protecting paper documents or digital documents, security in the healthcare sector is vital. Document Manager provides the highest levels of security.

6 – Gives You Control and Visibility

When was a document received? Where is the document in the operational process? Who accessed the document last? Document Manager makes each stage in the life cycle of a document completely transparent.

7 – Information Immediately Available

All stored information can be retrieved in seconds. As new documents are added to the system or changes in status occur, Document Manager automatically updates the appropriate people with information via digital workflows. Email notifications, task lists and rules ensure that the flow of information is continuous.