HomecareCRM Industry Insights
| Document Management with CRM Software for the Home Health Care Professional | |
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 Document Management with CRM SoftwareThe home health care profession has unique concerns when it comes to managing and sharing documents. Not only is much of the information stored confidential, the documents need to be quickly accessible by those who are authorized to view them. Finding the right balance between security and accessibility is a challenge the entire health care industry struggles with. Customer Relationship Management (CRM) software specifically designed for the home health care industry (home care, hospice, etc.) allows you to manage your relationships with referral sources, patients and more while also providing document management tools. Depending on how your agency is set up, home health care professionals with appropriate permissions can sign into the system and work with individual records, pulling up documents as needed. Additionally, physicians needing access to track/approve orders about their patients - thru a Physician Portal - can be managed with CRM. With CRM software, it is possible to create entries for each referral source, patient, vendor, and employee. As you interact with these individuals, you can update the records to include notes, call histories, appointments, orders, and other information. As you create or receive documents, attaching those documents to the individual’s record ensures that the documents are within easy reach at any time. Without CRM or document management software, files could be scattered throughout the organization. Individual workers may store their documents locally on laptops and workstations, making it difficult for others to know whether a file exists, and if so, where to look for it. A major problem with allowing local document storage is that laptops and workstations may not be backed up regularly or properly secured. In addition, if that device is offline, no one can access needed files. Other related problems include security and consistency. For example, a file stored on an unsecure workstation may be viewed by unauthorized users while other files may be difficult to find because they haven’t been named according to a consistent file naming policy. CRM software is typically centralized, hosted on a network or Web server where it is both secured and backed up regularly. In order to access the database, users must sign in using their user names and passwords. Depending on the user’s permissions, access to data may be limited. This ensures that only those who are authorized to view the data have access to it. This also ensures that when an authorized user needs information, that information is centrally stored, easy to find, and readily available. A mobile health care worker can quickly pull up documents from a laptop, PDA, or even a mobile device such as a Blackberry. For example, if a patient has an advanced health care directive on file, instead of searching through a system of folders on the network server for the patient’s document, the health care worker can simply look up the patient’s record in the CRM software. From there, all of the patient’s related documents, including the advanced health care directive, are available. Using CRM software, you can also limit the records that an individual can view. For example, you can create groups and group records by their assigned home health workers. Each worker’s permissions can be set to allow access only to the worker’s specific group of records. This ensures that the worker has access to relevant information without accidentally viewing the protected health care information of other patients. Same for the Physician Portal. Home health care CRM software provides home health care providers with a complete solution for managing their businesses, relationships, and documents. When set up properly, software can centralize information while also securing and restricting it. |
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