Dental offices usually fit several appointments into a one-hour time slot. This means that on any given day, there are multiple patients that come through the office. Every patient has a file containing their medical history, and they find new information at every visit.
With so many patients in just one day, it is hard to imagine the number of files a single dental office accumulates in an entire year. Add on the fact that dental records contain detailed information down to each individual tooth, and you have yourself an overwhelming amount of paperwork to maintain.
When it comes to managing these documents, it is important to keep them easily accessible and well organized. This will ensure in your practice runs smoothly. Having to dig through piles of papers in order to find a single file would be both stressful and time-consuming.
If you are still using an in-house paper filing system in order to maintain your dental records, then you may be making things harder on yourself than necessary. There are now much more efficient options for managing your important documents.
What Are My Records Management Options?
There are so many records that need to be kept track of. Having to store everything in-house will eventually take over your office. Here are some options that will improve your day-to-day operations:
- Offsite Storage Facility – Rather than letting your files continue to occupy more and more of your office space, an offsite document storage facility will handle your records management process entirely. Utilizing an offsite facility allows you to keep the documents that you do not use on a regular basis in a separate location so that you have a little more room to breathe. This also keeps your information protected in case there is a disaster at your office location. Another benefit of using an offsite facility is that you are able to retrieve your records whenever needed. Some facilities also provide 24/7 emergency services should you ever need immediate access.
- Backup Tapes – If you are looking for a way to keep a physical form of your files without taking up nearly as much room, then converting your records onto backup tapes would be a great option. One backup tape is able to save hundreds of files. This means that the amount of space those files take up, just one tape replaces them. If you were to do this with a majority of your files, you would have much more space to use for other important matters. Similar to offsite records storage, there are offsite tape storage facilities that will maintain your information for you. Your documents are protected from being lost or ruined, and some facilities will provide rotation services if necessary.
- Electronic Management – With an electronic document management system (EDMS), your dental records are scanned onto a program in your computer system. This allows you to maintain all of your information in one place without taking up any physical space. An EDMS is much more efficient than maintaining physical copies of your files. You are able to retrieve any record you want with a simple keyword search in seconds. This option also provides you with more security. Changing everything to an electronic format eliminates the possibility of physical damage.Â
- Cloud Storage – Cloud storage services are similar to an EDMS. You are able to maintain your files without occupying any space in your office. In addition, your information is more so protected than keeping physical copies. The difference between an EDMS and cloud storage is that with a cloud storage system, you have much more access to your data. Your files are saved to an online storage system, meaning you are able to obtain your documents from anywhere that has an internet connection.
In-house paper filing systems are a thing of the past. Especially for busy dental offices that have a lot of paperwork to keep track of. Why not make things easier on yourself and your employees?
Do You Need to Improve Your Document Management Process? Contact Us Today!
Is your dental office still using an in-house paper filing system? Do you need a more secure and efficient method for maintaining your important information? Record Nations can help you with any of your records storage and management needs!
For free, no-obligations quotes on document management services for your office, give us a call at (866) 385-3706 or fill out the form to the right.
Our experts are ready to answer any of your questions and will help to find you the best contractors in your area to take care of your records management needs. So what are you waiting for? Stop drowning in paperwork—we are only a simple phone call or click away!
