Shortly after he was hired, Beebe started thinking about going paperless. In addition to a long list of additional benefits, space would no longer be an issue. Since they would have to spend some money either way, Beebe got the green light to look into it. He received a referral from another LifePoint Health facility that was using eFileCabinet, and when he realized the filing cabinets alone were at least half the cost of the software, it wasn’t a hard sell.
The HR team decided they didn’t want to simply copy their current paper format; rather, they decided to redesign how the files should be organized, not simply importing files as they were. Beebe brought in the whole team, and the file redesign, template creation, and file naming specifications became a successful group collaboration. Says Beebe, “I’m a firm believer that if you do the work on the front end, it makes it much easier on the back end, and believe me, in this case it’s been worth its weight in gold.”
They hired a group of temporary employees to scan files, all day, every day, for about four months. Once they got the hang of it, they were averaging a drawer and a half per week. A year-plus later, Raleigh General is completely paperless. Beebe concedes that although his staff was very accommodating to the ‘new guy’ who wanted to overhaul the system, there were times along the way that they gave him some flak. “But in the end,” he says, “They were like, ‘Wow! This is awesome!’ We had some doubters originally, but now that they’ve seen the result, they say, ‘Wow, this is great!’”