It can be easy to feel overwhelmed by trying to stay up to date on how to properly store your documents. Because it is common for individuals and organizations to have this problem, April is highlighted as Records & Information Management Month. Having this topic highlighted, helps people to take a step back and examine the policies and procedures they have in place and identify what works vs any inefficiencies for record keeping.
“According to a recent study from the Association for Intelligent Information Management (AIIM), 36 percent of smaller organizations, 43 percent of mid-sized and 52 percent of large organizations reported a data breach in 2016” (Moran, 2019). Because of these statistics, it’s essential that individuals and organizations put in place a process for managing client information that ensures security, compliance and efficiency.
In this ever changing healthcare industry, it can seem very complex to find the right system for storage migration, search capabilities, tracking and communication.
We have created a list of metrics that you can use to analyze the system that you currently have to identify the strengths, weaknesses and potential problems.
4 RECORD AND INFORMATION MANAGEMENT METRICS
1. Return on Investment
Is the system you are currently using helping to make your work life easier? Do you need multiple systems or are you able to use one integrated system that encompasses all of your needs?
If your program cost exceeds its value, it may be time to explore other options that make more sense.
2. Utility and Efficiency
Here are some questions to ask yourself when assessing the Utility and Efficiency of your system:
Does your records management program accomplish what it was put in place to accomplish?
Are you/and or other individuals on the care management team able to locate, access, manage, track or dispose of files securely and easily? Have you or other employees reported difficulties in navigating the system?
The answers to these questions will help you to determine if you need to make any adjustments to the system you have in place.
3. Compliance
Data protection and security is obviously one of the top priorities for organizations to consider when using a RIM system. Assess if your current system has had any data breaches and is HIPAA compliant.
Is the system you have in place HIPAA compliant?
Have you had to face any fines or legal consequences due to lack of compliance?
It is essential that the system you use in HIPAA compliant, not only for the safety, security and reputation of your organization but your clients trust that they have in working with you.
4. Communication
To have an effect record and information management system, you want it to help to enhance communication in two ways.
The first way is to increase communication among others on the care team. Do you find it easy to provide updates on your clients and share information with others?
Are you able to assign tasks to yourself or others so that things don’t fall through the cracks?
The second aspect of communication that is important to consider is the technical help you’re able to receive from the record and information management company. Are they available to do online troubleshooting? Are you able to get someone on the phone to ask questions? Are they responsive to emails?
One of the many benefits of using My Junna, is the fact that you’re able to work through any technical issues with a Life Care Manager who not only understands each and every aspect of My Junna’s software but also understands from a clinical perspective, the importance of all of the different facets and how best to integrate all of the different features. That is something extremely unique about My Junna, which is evident from the testimonials. Check them out here: https://myjunna.com/testimonials
As you’re answering these questions for yourself or your organization, you’ll be able to quickly identify if another system might be useful to use. If that’s the case, you can schedule a free demo with My Junna here to learn about how it can help to increase communication, enhance security, and foster your efficiency. Schedule a free demo here:
SOURCES
Moran, Ian Robert. (2019). When Assessing Your Records Information Management Program. Retrieved from: https://www.accesscorp.com/8-metrics-rim-program/
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