Document Management Software
Chiropractic work involves careful attention to detail in several different types of documents. A good portion of their workday is dedicated to their patients, however, another responsibility is the creation and organization of documentation. For each patient, there’s more paperwork that needs to be done — on top of paperwork related to running the business. Like all healthcare organizations, the strictest levels of document security, and the new era of allied health hold providers more accountable for information management than ever.
Clinics that aren’t already paperless need to ensure they’re using technology that doesn’t only store digital files but allows clinics to take advantage of their records being in a digital-state to run their office more efficiently.
As a chiropractor with a small practice, if you’re feeling forced to choose between excellent patient care and processing piles of paperwork, Rubex by eFileCabinet is the chiropractic document management solution that provides a centralized location for all filing efforts, including the features you need to simplify, streamline, and automate document-related processes.
Here’s how a chiropractic document management system like Rubex by eFileCabinet can help your office.
Why You Need Chiropractic Document Management Software
The chiropractic industry is obligated to follow the Health Insurance Portability and Accountability Act (HIPAA) like all other healthcare organizations. An important aspect of this compliance standard is to keep and protect a patient’s private health information (PHI). In chiropractic practices some of these common records include:
- Patient Intake Forms
- Subjective, Objective, Assessment and Plan (SOAP) Notes
- Chiropractic Physical Examination Forms
Chiropractic intake forms are essential for several reasons. They need to have accurate and comprehensive information about the patient so the chiropractor can understand their health needs and be able to provide the best treatment possible. They’re also essential for ensuring you have accurate insurance information from the patient.
SOAP notes are an efficient way of documenting medical information during a patient’s visit. These notes are a structured method for recording a patient’s symptoms as well as treatment. Making these notes and keeping them well organized is essential for running an effective practice. SOAP notes consist of a subjective account from the patient, objective measurements and observations, assessment of all findings to create a diagnosis, and
Along with a patient’s intake form, your physical examination form is a vital part of your SOAP notes — a list of your objective observations and your patient’s subjective description of their pain. Forms can be customized to your practice and how you perform exams, however, they typically feature fields for the patient’s basic information and diagnostics like blood pressure and weight. There are also fields for observations like the patient’s appearance, nutrition, and other miscellaneous notes.
When patient satisfaction and retention is a priority, you want to make everything as simple and convenient for them as possible. That’s why creating chiropractic intake forms available for them to do online at their own convenience before they arrive for their first appointment is a great way to show that you care about their time.
Copious note taking is never a bad thing. If you’re a medical professional, then you rely on your notes to serve the best quality care to your patients. SOAP notes are especially essential for taking care of regular patients. You can’t always rely on your memory— you need detailed notes and charts about your patients so when they come in you already know everything about them, the details of their pain, and what you discussed during their last visit. The type of physical examination forms you use is dependent on your area of expertise, and you can have different types of examination depending on the patient’s problem.
Intake forms, SOAP notes, and examination forms need to be carefully organized and secured. It’s a form of PHI that falls under HIPAA rules and can result in hefty fines and other penalties if it’s not taken care of properly — physical or digital. Oftentimes, chiropractors feel like they must pick security over convenience, and vice versa.
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How Does eFileCabinet Measure Up?
eFileCabinet has the versatility to make your chiropractic practice run more smoothly. Examination forms can be easily recalled during your patient’s next visit, with a new version easily appended to their file. It’s an efficient way of practicing SOAP note-taking and allows you to better focus on caring for your patient.
Efficient Organization and Care
With a robust document management system, you make the filing of examination forms easier, more accessible to you, and secure. Even if you fill out your notes on physical paper, it’s possible to file and organize them digitally with just a few simple steps and tools.
Zonal OCR is a dynamic feature that can record your physical forms, via scanner, and fill out a profile of data that you can easily access, using a template. It’s common for exam forms to feature lists of symptoms or locations of pain that you can indicate with a checkmark during the examination. Zonal has the capability to recognize checkmark boxes and record that date.
The document management system can then use that data to automate where that form should be filed, even creating a new folder if one doesn’t exist. For example, if you file an intake or SOAP document for a new patient, the system can recognize that there isn’t a folder for that patient yet and will create a new one with their name. If you upload an examination form that checked some particularly bad symptoms, the system can be automated to recognize that and file it in a folder for urgent cases, automatically add notes for recommendations, or share it with a colleague for their expertise.
Most importantly, when an exam form is uploaded to your eFileCabinet system, it’s uploaded to a secure and compliant cloud server, where nobody but you can have access to it — allowing you to confidently dispose of the physical copy, with no need to store it.
Security and Compliance
It also makes things easier for your patients. You can create chiropractic intake forms available for them to do online at their own convenience before they arrive for their first appointment is a great way to show that you care about their time. Rather than having to sit in the lobby filling out a form on a clipboard, they can just submit it to you the night before.
eFileCabinet features a secure file-sharing feature that creates an encrypted connection so you and patients can share documents with each other, including chiropractic intake forms. You also have the capability of requesting certain documents such as insurance information or other relevant health information. You can automate the process of filing this information so it’s only stored in a section of your filing system where only authorized users in your office can access them.
Rubex to the Rescue
Today’s technology can simplify all cycles of document management. Here are just a few of the eFileCabinet DMS superpowers that can help make your job significantly easier:
Chances are you work with lots of repeated documents in repeated patterns. Automated workflow will save you lots of hands-on time, as documents are automatically routed from creation/collaboration, revising, and versioning, to evaluation and approval.
In a business sense, “workflow” can refer to any controlled and repeatable pattern of processes that a project passes through to reach completion. In document management, “workflow” refers to the process of moving documents through an organization.
With eFileCabinet, you can design workflows that are as simple or complex as your department requires. You can also establish multiple workflows, making it easy to map out automated file routing for the different types of documents you produce or receive on a regular basis.
If you work with lots of forms—and what accounting professional doesn’t?—Zonal OCR is like hiring a super-speedy, extra-efficient virtual assistant that specializes in data entry. Using basic optical character recognition (OCR), Zonal OCR recognizes and auto-populates data for you. It even automatically files the document in eFileCabinet. Setting up Zonal OCR is easy—it takes less time than training a new employee on data entry.
Work From Anywhere
Rubex is a SaaS system that operates from the cloud. This means you can use Rubex from nearly any device with an internet connection. Access Rubex from a web browser, desktop application (PC/Mac), or mobile application (iOS/Android). Security protocols allow you to work through the web with peace of mind. Encryption means you can connect without compromise and get your work done from the office, from home, or on the road.
Rubex Has the Features Customers Love
Ease of Use
Fast and Safe
It’s amazing how much we save time. We’ve built a level of trust with everyone. It was like giving employees the keys to the universe. Now we could improve policies, hand-outs, training mate- rials, etc. With PHI, we’re able to share it back and forth and store it compliantly. It’s definitely been helping patients. We have more time for patient care. The impact it had on the culture, that was a big one.
Without a doubt, the biggest benefit has been decreasing the steps in the workflow processes. We’ve also decreased the amount of paper. And, I’ve reduced my liability risk with HIPAA. It’s a huge benefit.
Ready to Take the Next Step?
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