Electronic health record (EHR) systems are hyper-specialized platforms for managing protected health information (PHI). They’re often marketed as the only solution for handling patient or client medical records. However, while EHRs are comprehensive systems for handling mass volumes of medical records, they’re not the only way to manage PHI.

For smaller health facilities, insurers, and other organizations that deal with private health information, document management systems are an ideal solution. These are lightweight platforms that are not nearly complex as EHR systems, which often require specialized training to use. Also, document management has multiple uses for multiple departments such as human resources and accounting.

Making the leap from physical to digital documents is best done with a system that’s intuitive and most importantly, designed with that function in mind. You can go from a room filled with filing cabinets to a simple, cloud-based system that’s not just easier to organize, but more secure and easier to stay compliant.

Document management contains the tools to stay just as, or even more, organized than a traditional EHR system. For smaller organizations, managing records is a huge responsibility and could consume most of your time. Compliance is stressful and a constant concern in the back of your mind. Document management allows you to efficiently apply compliance settings to your files.


Rubex by eFileCabinet makes it easy to apply all the necessary privacy and compliance preferences to your documents, without having to manually set them up every time a new folder is created. It’s done through folder templates, which allow you to create the preferred folder structures you use most frequently. 

You can create your system of folders and sub-folders, and even add frequently used documents that are cloned whenever you apply your template. Predesignated documents can also be added to your template, allowing you to quickly apply standard file names from a dropdown menu, along with spaces to fill in dates. 

Templates are valuable because they allow to only have to do the work once and not repeat tedious processes like having to create a complicated folder structure every time a new client is on-boarded or a new project is started. 

Along with the basic structure of your folder, Rubex goes a step further with templates by allowing you to also apply several backend settings such as:

Role-based permissions: Apply read, write, and delete permissions for your established user groups. Having your permission settings tied to your template ensures that you remain compliant right away. 

Governance: Essentially a timer you can apply to documents and folders that countdown to a specific action. This is frequently used for retention purposes, allowing the system to automatically purge documents after its designated retention requirements are met.  

Automation: Rules for what to do when a file is uploaded, move, or deleted from a specified folder, such as notification or email to designated users. Automated workflows can also be initiated when a new file is uploaded to the folder.

To top it all off, templates remain consistent, allowing you to make changes to your folder structure and preferences which can then be synced with every folder you’ve previously applied your template on.

Document management is about working more efficiently and phasing out redundant tasks with intelligent organization and automation tools. To see Rubex in action, click here to set up a free, personalized demo.