How Is Document Management Used in a Hospital?

Identification

The enormous administrative responsibilities handled by hospitals take up a substantial amount of time and add to the costs incurred within the health care system. The use of a document management system within a hospital setting works to centralize myriad pieces of information as well as integrate them for use by multiple departments. Also known as "health informatics," these systems combine the fields of information science, computer science and health care into a software application database program that attaches all aspects of a patient's health history. Patient care logs, financial reimbursement data and legalities associated with privacy protections are all incorporated into individual health records. When used effectively, improvements in health care delivery effectiveness and reductions in administrative costs are more than likely. The organizational features built into these systems also integrate well in terms of meeting federally instated HIPAA requirements for patient privacy and access to records.

Administrative Uses

Multiple pieces of information recorded in files, on forms and on receipt slips make it next to impossible for different departments to be on the same page where patient health history, financials and legalities are concerned. The use of a document management system within a hospital setting streamlines information access to where anyone who accesses a patient record will have the most comprehensive, up-to-date status available. In terms of payment reimbursement, it's typical for a hospital to have to deal with multiple insurance providers, where coverages, patient out-of-pocket costs and covered services will all differ from one provider to the next. Document management applications allow for many reimbursement tasks to be automated based on the data requirements listed within each patient's record. As there will always be incoming documentation, many systems incorporate an imaging device that allows for the immediate transfer of new paperwork into the document management system.

Clinical Uses

The design of most document management systems centers around individual electronic health records. Data variables can incorporate patient demographics, progress notes, medications, problems, past medical history, vital signs, laboratory data and immunization records. By having all of this information contained in one record, all pertinent clinical information is available in one place. Care received from facilities outside of the hospital can easily be incorporated within a patient's health record as well, reducing the likelihood of overlapping, or repeating services that have already been provided. This ability to track and record treatment procedures also provides the needed data for quality control measures to be taken. Overall, improvements can be made in health care quality, paperwork reduction, reduced medical errors and reduced health care costs.

Resources

• Healthcare Information and Management Systems Society
• Hospital Results From Use of Document Management Systems