Managing piles of medical records and paperwork requires lots of time to sort and assess. A document management tool can help simplify this process by automating processes so staff can focus more on improving the quality of patient care.
Here’s the thing. Choosing software for efficient document management in healthcare requires ensuring compliance with HIPAA and other industry regulations.
The solutions listed below can help your organization comply with the regulations set by HIPAA.
Top 5 HIPAA-Compliant Document Management Solutions:
1. SmartVault
SmartVault offers a cost-effective solution for online document storage and file sharing. It lets you save files to the cloud and share your documents with internal and external parties. One of the best things about this cloud-based platform is that it caters to healthcare organizations looking for HIPAA-compliant solutions for efficient and secure document management.
Key features:
- Cloud-based centralized platform
- Bank-grade data encryption
- Secure document portal
- Integrated eSignature feature
- Role-based access control
- Timestamped user activity logs
2. DocuWare
DocuWare is a HIPAA-compliant digital document management solution that offers multiple information-gathering methods. It lets you upload files directly to the platform via the mobile app, scan paper documents, or import them from your cloud storage. On top of offering workflow automation solutions, this software also supports barcode recognition and can seamlessly import email messages from Gmail, Yahoo Mail, Hotmail, and other web email accounts.
Key features:
- SOC 2 Type 2 compliance
- Built-in chat for instant document sharing
- Drag and drop user interface
- Workflow manager for automating tasks
- Document version control
- Annotation and archiving
3. M-Files
M-Files is a great tool for document management that features centralized file storage. It supports different formats such as CSV files, PDFs, Microsoft Word, and Excel. It also supports HIPAA compliance with end-to-end encryption and audit trails.
Key features:
- Metadata and search tool
- Centralized document storage
- AI-driven workflow automation
- Record-level file tracking
- Permission controls
4. Jotform
Jotform is a HIPAA-compliant document management service for the healthcare and government sectors. Aside from collecting and managing data, it lets you choose from hundreds of ready-to-use document templates and forms. Jotform is also SOC 2 Type 2-compliant, meeting the highest standards for data security, availability, and confidentiality.
Key features:
- Drag-and-drop form builder
- Cloud storage
- eSigning feature
- Dynamic reports
- Enhanced document security
5. PandaDoc
PandaDoc is a HIPAA-compliant document management software that provides a searchable and centralized storage solution for all your digital documents. It also allows you to automate your repetitive tasks using customized workflows. You can set up reminder emails and get notified when you receive important documents.
Key features:
- Document repository
- eSignatures
- Document tracking
- Mobile document editing
Importance of HIPAA Compliance in Healthcare Document Management
HIPAA sets privacy and security standards for the electronic exchange of protected health information (PHI). Having effective and efficient HIPAA-compliant document management software can secure your confidential documents from unauthorized access. Moreover, administrators can monitor who modified the files using detailed audit trails.
When sharing documents between patients or organizations, your files are encrypted to ensure the secure transmission of PHI. By utilizing secure document storage, healthcare providers can see that any PHI-related information, such as medical records, remains secure and confidential.
Choosing a HIPAA-compliant healthcare document management system can save you from legal consequences. Failure to comply with HIPAA standards can result in fines of $50,000 to $250,000 per violation. Noncompliance can also result in a 10-year prison sentence.
HIPAA-Compliant Document Management Tools: Key Features
- Business Associate Agreement (BAA): The software provider must be willing to provide a signed BAA with them serving as a business associate of a covered entity.
- Document versioning: There should be an option to manage documents, access, and have complete control over their version histories.
- Data backup: It’s best to choose a solution with redundant data centers, maintaining high uptime and ensuring the continuity of operations during disasters and other critical times.
- Permission controls: Health system administrators must have complete control over patient records and have the ability to grant permissions to specific users based on their responsibilities and roles.
- End-to-end encryption: Every document stored and transmitted to and from the software must be encrypted with the highest level of encryption technology.
- Mobile accessibility: There should be an option that would allow system administrators and users to access, edit, share, and manage files using their tablets and mobile phones.
Achieve HIPAA Compliance Faster With Secure Document Management
A HIPAA-compliant document management software provides an innovative and secure way to store, access, and organize health information. It streamlines administrative processes while meeting HIPAA requirements, minimizing your organization’s risk of facing hefty legal penalties and fines.
If you want to improve your organization’s administrative efficiency by integrating modern faxing capabilities, iFax has you covered. Its programmable Fax API lets you fax directly from your EHR, EMR, or any health data exchange system.
Request a free demo now or immediately start faxing by choosing a HIPAA-compliant plan.
