Document Management Software

Healthcare Industry

More than any other office environment, healthcare facilities are overwhelmed with paperwork and therefore struggle to break through information silos. They’re also held to the strictest levels of document security, and the new era of allied health holds providers more accountable for information management than ever.

Most healthcare facilities already have records management technologies in place, but struggle with the difficulties they impose. These old problems require modern solutions. If you’re feeling forced to choose between excellent patient care and processing piles of paperwork, Rubex by eFileCabinet is the healthcare document management solution that provides a centralized location for all filing efforts, including the features you need to simplify, streamline, and automate document-related healthcare processes.

Here’s how a healthcare document management system like Rubex by eFileCabinet can help your office


Rubex by eFileCabinet Helps Healthcare Businesses

Why should medical professionals choose eFileCabinet’s healthcare document management software? Besides getting rid of the avalanche of paperwork overtaking clinics and healthcare facilities, there are several practical reasons for your office to convert to an electronic healthcare document management system, including the process of ensuring more accurate economic credentialing measures for healthcare providers.

Work at the speed of thought, but without human errors
Mitigate the impact of uncompensated care
Waste less time
Save space and money
Work from anywhere
Eliminate lost and misfiled documents

Improve patient service

Facilitate compliance and ensure security
Securely share files of any size
Achieve a consistent file structure
Fast track document turnaround
Control access and track files
Protect and expand your business
Maximize your performance

Patients or Paperwork?

If you work in the healthcare industry, chances are you’re feeling stressed, overwhelmed, and overworked. Recent surveys report that health care employees rank highest in both stress levels and workload. eFileCabinet can help ensure managed care controls are implemented at the document level, and much better than EMRs or EHRs.

More than an EMR or EHR, For Less Cost

Healthcare is a paper-heavy business. Going paperless with a healthcare document management system can create quick-wins on your balance sheet, lower overhead by 30 – 40%, and drive profitability and growth. Additionally, our healthcare DMS offers file versioning and retention scheduling unlike EMRs and EHRs–further decreasing clutter in your office. Learn more by reading our article Managing Medical Records Like Never Before. 

How Much Does Paperwork Cost You?

Processing claims and paperwork costs the healthcare industry up to $210 billion annually. As much as $88 billion is wasted in the healthcare industry every year simply due to the ineffective use of available healthcare document management technology.  Some practices estimate they spend 40% of their revenue filling out paperwork. That’s a lot of pocket change, not to mention time away from patients.

Not only will DMS make your life easier, it can help every department in your healthcare facility, including Admissions, Charting, Registration, Payroll, Pharmacy, Human Resources, Accounting, Purchasing, and everything else!

Streamline workflows and document management processes for improved patient care as you facilitate information sharing and real-time access to patient information.

Capture all health, patient, and financial information at the point of entry. Store and process any type of document with complete security and compliance. You really can do this all with a healthcare document management solution.

Doctor using healthcare document management

Deanna Hancock Shed 30 Pounds of Paper

“I can actually do a six client visit and turnaround my paperwork in about 24 to 48 hours. Whereas before, I would be struggling two weeks later. eFileCabinet has become a dynamic and integral part of my system.”

Deanna Hancock
DMH Contract Nursing Services

Maintain Complete HIPAA Compliance

Patient Histories
Insurance Claims
Admission Forms
Clinical Notes
Advanced Directives
Lab Results
Insurance Cards
And Much More!

As a medical facility or office, you’re held to the strictest levels of document management and security. Patients expect it. Federal legislation requires it. eFileCabinet’s healthcare document management software features document retention, role-based security, audit trails, and robust SSL security to ensure you stay in compliance with complex HIPAA laws.

Violation of these healthcare document laws can be costly. Rubex by eFileCabinet makes complex compliance requirements easy for your healthcare entity to apply.

Don’t wait until an audit to get 100% compliant—protect yourself from significant criminal and civil penalties that may result from HIPAA violations.

Whether you’re a small medical practice or a large healthcare facility, eFileCabinet delivers a simple, effective healthcare document management system to electronically capture, manage, and protect data, including:

Automate information-intensive processes to reduce costs while improving the quality of care. That’s the power of eFileCabinet’s healthcare document management.

Medical team healthcare document management

Protect Yourself from Costly Data Losses

Electronic health information security is as vital as maintaining and caring for the health of the patient.

You only need turn on the news to hear the latest cyber security breach horror story. Safeguarding your records and practice from these threats is extremely important, as they leave you vulnerable and potentially liable for damage.

We take security seriously. All your documents, files, and information are encrypted, whether it’s PHI, sensitive health or financial records, or a receipt from a vendor. If your documents are important enough to be saved, they are important enough to be encrypted.

Integration with EMR & PM Systems

Rubex easily integrates with other medical software systems, including certified Electronic Medical Records (EMR), Practice Management (PM) systems, medical devices, lab results, and transcription. This integration simplifies paper processes and further assists you in meeting HIPAA requirements.

For more information on how to protect yourself from large data losses, read our article: EHR and DMS: How They Deal With Compliance

Two professionals discussing healthcare document management

Rubex to the Rescue

Your work starts and ends with documentation. It all begins with source data and ends with finished documents provided by you. This document exchange is a crucial aspect of your job.

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.

Zonal OCR

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

A simple, user-friendly interface


Improve customer service and waste less time with this feature included in your eFileCabinet subscription.


Maximum security include SSL/TLS encryption, 256-bit AES standard, and Secure Socket Layer (SSL) technology.

Fast and Safe

Never worry about the security of your files or webmail again – it’s network file sharing made easy.

Digital Signatures

Use your finger, a mouse, or a scanned image for hassle-free digital signatures.

Automated Workflow

Streamline or eliminate redundant tasks with a powerful, intuitive workflow tool.

Customer Testimonials

Due to all the laws and regulations regarding “protected information,” we were being overrun with paperwork, and physical storage space was becoming a real issue. The most fantastic part of eFileCabinet so far is getting rid of all the hard copies of documents and thus clearing out tons of stuff that has taken up so much physical space! I think the biggest economic impact for us will be in maintaining current patients and attracting new patients because we are in total compliance with all new laws and regulations.

Therese Lentz


We have to abide by all the rules and regulations of HIPAA, and security is everything. eFileCabinet is great because has all the tools we need to stay HIPAA compliant and it is super easy to use, both for my billers here in SLC and my clinics from Hawaii to South Carolina. This is a breeze. If you can navigate to a website, you can use this product. It is very, very easy.

Ryan Patano

Alta Medical Management

Ready to Take the Next Step?

This industry journey only scratches the surface of what Rubex by eFileCabinet can do. Document management software can do incredible things for your business, not just allowing you to cut out paper, but also giving you the opportunity to streamline your everyday processes so you save more time and money. Features like secure file-sharing, eSignatures, mobile access, and automation tools, make this an all-in-one centerpiece for any business of any size, in any industry.

Call: 877-574-5505