Thanks to technology, managing records is no longer a tedious and cumbersome task. Medical personnel no longer have to store records on piles of cabinets or shelves. According to the Center for Disease Control and Prevention (CDC), more than 85% of medical practitioners now use electronic medical records (EMR) systems for patient’s health record storage. Healthcare sectors are needed to affirm Electronic batch records software (EBR) because it’s a highly powerful and low-cost Pharma specific application that ready to use application that saves lots of time and effort producing, evaluating, and approving your batch records, also designed to provide a new approach to EBR offers reliable pricing to meet the needs and budgets of virtually any major pharmaceutical company.
Digital storage means ease of storage and retrieval, more organized records, and space-saving.
If you’re just starting in the healthcare sector and wondering how you’ll keep up with a patient’s health record, this article is for you. Let’s see different ways to keep and manage patient’s personal health records.
Table of Contents
Have a Management Procedure for Personal Health Record
Good record management starts with having the correct laid down procedure for doing it. To successfully manage the records and keep patient information private, you need strict policies. Everyone who has access to the records must understand and follow the procedure.
Keep the procedures in written forms and retain them for up to six years. As the facility grows and times change, the facility should work towards updating the policies. They should also inform everyone involved about the latest updates.
For such a procedure to be successful, it must involve the entire organization from top to bottom. If possible, involve all the executives in making all these procedures, so everyone has their input.
Ensure you adhere to the rule of law while doing all these. You don’t want to end up in trouble for a breach of privacy.
Train the Employees on Health Record Keeping
The organization’s executives have the task of making the policies for patient’s personal record management. While doing this, they should not forget about lower-level employees. These employees are the ones to interact with the patients or the records more; thus, their understanding is paramount.
Without proper training, employees can breach patient privacy without knowing. Studies show that the biggest cybersecurity issues happen as a result of employee negligence. Others are simply because the employees are clueless.
Additionally, untrained employees don’t know how to deal with hackers or what to do in the event of hacking. Untrained employees might not understand sensitive data; hence, the need to train them.
Automate Things with Electronic Health Records Software
Thanks to technology, there are countless ways to do things faster. Automating the management of health records not only ensures accuracy but saves the organization a lot of time. Automation leaves very little room for human error.
Have a centralized medical records management system that ensures accuracy, consistency, and privacy.
You can acquire software for health records which will help with the automation. Personal health record software makes work easier for both employees and patients. It helps streamline health records by ensuring a high level of accuracy in the data.
Ensure Proper Labeling of the Records
Proper labeling of patient’s health records makes it quick to store or retrieve information. With good labeling, you’ll know where to find every piece of information whenever you need to use it.
Good labeling of patient’s health records will make searching easier and adhere to all the retention schedules. This way, everyone involved in the data handling can save time and money.
Store Patient Records by Improving Data Security
Data security, information leak, and hacking have been a big menace for small and medium-sized businesses for a long time. While recording the patient information, you should keep the safety of their data in mind by finding ways to improve their privacy.
If you’re using paper records, make sure they’re in locked cabinets where unauthorized persons will not find access. If you’re using electronic methods, carry out an audit trail for the stored data. Ensure you create restricted access to essential data.
For patient records that you need to keep out of your premises, you need to hire certified and controlled storage facilities. You want to make sure the documents are not damaged while in the storage rooms.
If you’re going to destroy any personal record documents, make sure to use NAID-certified methods.
Perform Audits on Personal Health Record Management
While things may seem to work out as needed from the outside, you won’t identify the loopholes unless you do some auditing. Conduct regular and thorough audits from time to time to ensure proper management of patient’s information.
Auditing will help ensure that everyone who has access to the records is compliant with the policies and laid down procedures. You’ll be assured of compliance, hence avoiding lawsuits arising from breach of data.
Don’t forget to carry out self-audits from time to time.
Make Keeping Medical Records Easy
There is no rocket science when it comes to keeping patients’ personal health records. However, a task that looks easy can land you in trouble with the law if you don’t take proper precautions. It’s essential to follow proper guidelines and adhere to policies to you avoid compliance issues.
All said and done; you must understand that the health sector is a strict world and must stay updated with all the changes happening. Using a personal health record app that gets updated automatically can save you from trouble with the law.
Remember, patients might judge the inability to find information easily as a sign of a practice that cannot provide modern-day health solutions.
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