The NHS has made positive progress when it comes to digitalisation of its operations. Patient referral forms and other administrative processes that were previously dependent on paper can now be sent to patients via text or email. Taking a deeper look at the NHS’s supply chain, it materialised that the NHS Home Delivery Service’s digitisation of patient referral forms saved more than 200,000 A4 sheets of paper each year. If we were to stack all those paper documents, they would be as tall as a six-storey tower.
As well as lowering the NHS’ carbon footprint, digitising records in this instance resulted in significant cost savings. Eradicating paper forms eliminated the need for printer cartridges, as well as the energy expense associated with printing processes.
Despite these encouraging developments, digitalisation and the introduction of new technologies have proven difficult to scale across NHS estates. According to a recent BMJ survey of 182 trusts, 71% of trusts are still utilising paper notes in addition to digital patient information. Shockingly, seven of the trusts surveyed relied solely on paper notes. Implementing completely digital and electronic prescription services across the board in the NHS remains a real challenge.
Thankfully, there is hope on the horizon for the NHS, as a plethora of digitalisation technologies are available today to address these challenges. Document management systems are changing the game for busy healthcare professionals, who can access patient data at the click of a button, when and where they need it. Before capitalising on new technologies, such as artificial intelligence, healthcare leaders need to get the basics right. We’ll look at the ways in which document management systems are set to create more seamless, intuitive, and secure experiences for patients and staff alike.
Centralising Data within Complex Systems
Founded in 1948 and employing 1.7 million people, the NHS is one of the largest employers in the world. Unsurprisingly, its systems are highly complex – built up piece by piece over decades. Different departments rely on different platforms, and sharing data is often a challenge. Keeping information flowing smoothly has become a persistent pain point for staff.
Data siloes continue to impact patient care: A recent survey indicated that one in four patients in the UK found errors in their medical records. When healthcare professionals are working across dispersed systems and different mediums, it’s easy to make errors.
This is where a robust document management platform can make a real difference. Through these platforms, health organisations can centralise access to patient records and administrative documents. Instead of digging through outdated paper files for misplaced patient forms, staff can view everything, from medical histories and test results to consent forms and care plans, in one place. Document management platforms also make it easy to track all versions of a file, view changes and compare versions if needed. This is a gamechanger for clinicians who want to view any amends to a form or understand treatment plans with greater accuracy and attention to detail. These systems can also support healthcare staff to comply with complex regulatory requirements such as GDPR, thanks to automated retention policies that manage documentation throughout its lifecycle.
Healthcare Data: A Lucrative Opportunity for Cybercriminals
The NHS has another compelling reason to take document management systems seriously: cybersecurity. Public institutions are among the most frequently targeted organisations in the world. Healthcare is particularly vulnerable given the sensitivity of the data held; and its disparate systems are an appealing target for threat actors seeking low barriers for entry.
Document management systems can reduce the likelihood of data being compromised via secure storage, encryption, and stringent access controls. Access controls only allow users with specific permissions to read, edit, and download sensitive documentation. This helps to limit the attack surface and improves resiliency of healthcare institutions.
Audit trails are another useful tool which make it easy to track user activities and provide a detailed history of document access and modifications. Unusual access attempts can be spotted at speed, IT teams notified, and corrective action taken to resolve any vulnerabilities before they are able to impact patient care. Tools such as document redaction also make it possible to omit sensitive information automatically, removing margin for human error.
Utilising AI to Supercharge Productivity
As the UK government looks to capitalise on the efficiencies offered by AI, robust systems for digital document management will lay the foundation for major innovations in healthcare. However, healthcare leaders can already feel the benefits of AI on a smaller scale by integrating it into everyday processes, to streamline how data is managed, processed and interpreted.
Tools such as intelligent data capture make it easy to process reams of data and index it at speed.
By analysing huge amounts of patient information and medical records, AI can unearth hidden trends, patterns and identify anomalies. And AI models are only improving over time. As AI evolves, it will be able to support clinicians and make recommendations for care plans, tailored to a patient’s individual treatment needs and medical history. Data indexing will also be able to support clinicians to sift out high-priority tasks from those that are less urgent; for example, identifying high-risk individuals who require immediate, targeted interventions.
Change is on the Horizon
Into the future, digital document management systems will become part-and-parcel of delivering seamless patient care. The advantages are countless: improved data security, reduced administrative work for employees, and a more personal level of care, providing medical professionals with headspace to focus on humans rather than the hard drive.
According to recent NHS guidelines, better interoperability will be required if the smooth transfer of patient data across various offices and departments is to be achieved. Document management systems facilitate more efficient and seamless information exchange, as well as safer experiences for patients, by ensuring medical records are updated in real-time.
By prioritising digitalisation today, NHS healthcare providers can safeguard sensitive information more effectively, fulfil regulatory requirements, and importantly, position themselves to deliver smarter, safer, and faster patient care.
By Grace Nam, Strategic Solutions Manager at Laserfiche
