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The paperless Occupational Health Clinic

electronic signature

AMS, the Occupational Health Management software of choice, allows you to run a completely paperless operation. By signing test results and certificates using an electronic signature pad and storing the legally signed documents with your patient records, you may never need to print another Certificate of Fitness again.

If you need a few reasons to justify why converting your Occupational Health Clinic into a paperless environment with AMS might be a good thing for your business, here are 10 more:

1. Convenient Access

Instant access to information is expected in today’s fast-paced global world. With electronic documents you can create documents, files and folders that can reach the right people, right away, without manually searching filing cabinets.

2. Save Time

The average office employee spends 1.5 hours per day looking for documents and the typical executive wastes 150 hours per year searching for misplaced information. Your patients' medical surveillance records kept electronically are easier to file and find as they can be saved and retrieved with a name or reference number, making it simple and quick to find important patient details.

3. Save Money

That large rented printing machine in the corner of your Clinic front office is costing you more than you realise. You might think that you’re saving on a contracted printing service however if you examine the costs of just 2,500 copies per month a little closer:

R 500 – Machine toner and maintenance contracted at 20c per copy.
R 400 – Insurance per month on the printing machine.
R 200 – Estimated electricity cost for a large printer per month.
R 260 – Paper costs.

That works out at R 1,360 per month!

4. Data Quality

Using AMS to collect data improves quality of the information. Digitally captured data is more reliable and means access to better information. In addition, front-office data (audio, vision, lung function results) can be integrated with back-office data (medicals and other management information), and custom forms or documents can be generated, eliminating manual processing and individual focused environments.

5. Speed up Approvals

Your Clinic can utilize electronic signature solutions to speed up approvals. Documents can be signed electronically and routed for the next step quickly, reliably and securely. This can speed up patient turnaround times and with AMS Cloud allow for remote approvals when your OHMP is not immediately on hand.

6. Document Assembly

Medical records have to be stored for up to 40 years. Going paperless is a huge boost to productivity. By using AMS, you can automatically pull together a patient's records from multiple sources that would ordinarily be in different formats, and save them in one location.

7. Customer Satisfaction

Your Clinic customers want documents to meet their standards of excellence. AMS electronic documents allow you to create personalized certificates to fit your customer needs. You will meet the requirements of the right information in the right place at the right time.

8. Regulatory Compliance

The Occupational Health and Safety Act requires companies to take documented measures to maintain data confidentiality and integrity. Paper-based systems make tracking and managing data more difficult and expensive than electronic-based systems. Electronic document management systems can provide an audit trail. Built-in security prevents unauthorized access, maintaining data confidentiality. This is vital since documents need to be saved for up to 40 years.

9. Go Green

With excessive CO2 polluting the environment, the world has begun to see the necessity of reducing our carbon footprint. Going paperless by implementing AMS in your Clinic helps cut down on deforestation and pollution, leaving more trees to do the dirty work of absorbing carbon dioxide, and slowing down global climate change.

10. Customer Self-service

Most customers prefer self-service over calling and waiting on hold. With AMS Online you can securely make key patient information available to customers on the Internet. Providing electronic access to all relevant data not only gives customers more accurate and complete information, it makes them happier and more loyal customers. This also frees up your employees from continually having to field phone calls and emails requesting patient records.

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