Why the Healthcare Industry is Adopting Workflow Automation Software

Workflow automation software is revolutionizing the Healthcare industry by allowing easier access to patient information, streamlining communication between healthcare providers, and minimizing office administration costs. As patient numbers grow, managing operations becomes critical for protecting patient data, giving quality care, and complying with HIPAA standards.

Female doctor drawing a graph on hospitals workflow

How Workflow Automation Helps Healthcare Administration

Healthcare professionals are challenged with managing levels of inventory, supporting digitization of patient files, optimizing appointment scheduling, and executing billing and claims processing. By implementing workflow management systems, simple managerial tasks can be automated, which would allow healthcare providers to focus on patient care, while reducing their overall costs.

Centralized Information Centers

Workflow automation allows access to patient cases from a central location, in order for administration to gain a holistic view of current caseloads. This also allows specialists to get real-time data, forms and patient information from various systems throughout the hospital faster than using manual processes.

Improved Patient Admission and Discharge

Workflow automation in healthcare allows for centralized documentation and reports, which affects the time needed for registration and discharge. Test results can be sent immediately to clinical staff so they identify issues, treat their patients quickly, discharge healthy patients on time, and admit new patients.

Manage Patient Records

For caregivers responding to patient inquiries offsite, they have easier access to information and medical records. Since workflow automation can update all systems to keep patient information current, communication between different stages of care can be more efficient and complete.

Maximize Administration Efficiency

Hospital administrators can capture, route and track claims across their lifecycle to ensure compliance. With workplace automation, errors in billing can be reduced, revenue generation can be expedited, and incident reporting can be easily monitored.

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Workflow Automation Beyond Administration Efficiency

While patient care is important, there are other benefits to running a hospital more efficiently. Office automation tools allow staff to be more productive, with examples that include:

  • 24/7 online scheduling for creating patient appointments
  • Automated appointment reminders
  • Patient satisfaction surveys to measure organizational performance
  • Chatbots for answering commonly asked questions or resolving complaints
  • Social media automation for consistent posts or comment responses

Workflow automation software programs are designed to boost productivity, and help front office staff accomplish more each day. Using automation tools for basic tasks can result in a better patient experience, while maintaining a high quality of service.

Advanced software and communication systems are becoming essential for maintaining administration operations capable of delivering a high quality of customer service at the lowest cost. Healthcare workflow automation systems reduce human errors from manual processes, improve accuracy, and perform high-speed scanning of paper claims.

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Workflow Automation Impacting Hospital Infrastructure

As new automation tools become more prevalent, having the right infrastructure and networks to support high performance computing is essential. Workflow management systems include software designed for hospital infrastructure to arrange, track, control, and coordinate workflows.

A workflow automation system will allow hospital managers to define the workflows needed based upon different jobs, processes, and settings. Managers will be able to configure their systems to allow for the analysis and measurement of the processes so that opportunities for improvement may be identified. 

Depending on the needs of your healthcare organization, different types of workflow systems can be built. These include: 

  • Sequential workflows - going from one task or process to another without stepping back in sequence 
  • State machine workflows - more complex, allowing a step back in the sequence if a dependency mandates it to be
  • Rules-driven workflows - higher-level sequential workflow, where rules determine the workflow progress

Many workflow automation systems are capable of routing, processing, and combining multiple independent processes into a cohesive structure. They can integrate with existing infrastructure, organize products from different sources, and provide notifications of uncompleted tasks. By simplifying and centralizing data processes for your healthcare infrastructure, you can spend less time and money managing information, and more time on improving patient care.

Complying with HIPAA Standards

The Health Insurance Portability and Accountability Act (HIPAA) is a set of national standards for electronic health care transactions and security. With technology improving so rapidly, the HIPAA was implemented to protect the privacy of health care information. 

Simply put, the HIPAA rules protect confidentiality, integrity, and the availability of electronically transmitted health information. Though workflow automation software, the HIPAA has taken precautions to ensure the sensitivity of private data is being protected. Some of those precautions include:

  • Secure file transfers with password protection
  • Improve user level protection with file encryption
  • Secure Data Transmissions
  • Security system protection through logon authentication

All automaton projects in the healthcare industry, whether application management and integration, database querying, file transfers, or sending emails can be configurable as HIPAA secure. Whatever security feature you need to implement in your healthcare facility, workflow automation software protects patient information, and allows your organization to be HIPAA compliant. 

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How to Get Started with Workflow Automation Software

If your institution utilizes workflow automation software, you can easily oversee all of your information to better support the goals of your organization. If you don’t know what information you have, or where it might be stored, it can be challenging to be confident your organization is meeting its required compliance standards.

DRS Imaging provides a complete line of outsourcing services, such as Workflow Automation Services, Document Scanning, Document Imaging, ECM Software, SaaS Cloud ECM, Electronic Forms, Data Capture, Facilities management, equipment maintenance, and Microfilm services. DRS Imaging also provides turnkey management systems, document scanners, and OCR & ICR capture platforms to make it easier to implement into your current system.

DRS Imaging is focused on successful digital transformation. For the Healthcare industry, our solutions will ensure you maintain confidentiality in health and social care when sharing information. Contact us today to learn how we can help implement and automate a secure information automation process across your entire organization.

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