Xerox Survey Finds Information Overload a Hinder to Electronic Health Records
07.21.2009 – Healthcare professionals must first gain control of the number of records, forms and files flowing through the organization before implementing an electronic health records (EHR) system. A Xerox Corporation study found out why:
• The document-related challenges that contribute to workplace inefficiency include:
- 43 percent say there are too many paper-based files
- 30 percent complain of information residing in multiple formats, making it nearly to impossible to search
- 29 percent deal with unorganized electronic files
- 28 percent blame an inefficient document routing and approval process
• 58 percent of healthcare professionals say searching for information at work is worse than being stuck in traffic.
• 75 percent of healthcare workers report that electronic documents are part of their records management strategy, but 77 percent of healthcare professionals admitted they continue to be frustrated when searching for information needed to do their job effectively.
Despite the difficulties, 85 percent of healthcare professionals believe their frustrations can be addressed with proper solutions. Three major steps an organization can take to better prepare for the upcoming EHR deadline are:
• Take Inventory of Document Processes: Assessing the number of records, forms and files flowing through the organization and the costs associated with printing, sharing, storing, securing and updating them, will put healthcare organizations in far better shape to meet security and compliance requirements and take steps toward EHR when the technology infrastructure is ready.
• Outsource Document Management: Working with the right external experts increases a healthcare organization's ability to respond to fast-changing requirements related to EHR. An outsourcing partner with healthcare expertise will develop a plan that achieves the right formula for existing employee work habits, daily volume, and organizational readiness for implementing new technology.
• Implement Change Management: Consider the learning curve associated with training patients, providers, government agencies, and payers on how to apply EHR technology for the betterment of patient care. Develop a structured, deliberate approach to transitioning skills, behaviors and mindset to understand, support and participate in the switch to digital.
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- Best Practice Business Tips from Xerox for Healthcare Organizations: In healthcare, administrative expenses are on the rise and pressure to cut costs a top priority. To remedy these challenges, Xerox recommends the following:
• Get Support: Gain buy-in throughout the organization – at the peer and executive level – of a change management communication plan that will ease anxiety and show employees the value of the changes being made.
• Be Responsible: Bite off a reasonable amount - pick a particular business issue, such as reducing front desk printing costs, and accomplish it before moving on to other projects.
• Look Beyond: After initial success, identify ways to continuously improve the organization with proven business processes. For example, at Xerox we follow Lean Six Sigma methodology. Once the methodologies have been used for document management take a look at how they can improve a facility’s call center or other department.
• Mitigate Risk: When dealing with patient records, security is of top concern. Mitigate risks by identifying potential issues along with how to prevent them.
- • 62 percent of professionals report that they spend a lot of time sifting through irrelevant information to find what they need; 68 percent wish they could spend less time organizing information and more time using the information that comes their way.
• IDC is predicting that by 2010 there will be 988 billion gigabytes of digital information created.
- Best Practice Business Tips from Xerox for Healthcare Organizations: In healthcare, administrative expenses are on the rise and pressure to cut costs a top priority. To remedy these challenges, Xerox recommends the following:
- Resource Links
- 1. Xerox Global Services for Healthcare
- 2. Allegiance Healthcare Case Study
- 3. Xerox Drives Efficiencies in Document-Intensive Healthcare Industry
- 4. Incubating Inside Xerox Labs: Innovation that Benefits the Workplace, Healthcare, and the Environment
- 5. Xerox DocuShare in Healthcare
- 6. Survey Methodology with Kelton Research
- 7. Information Overload from Xerox
- 8. Information Sanity Blog
- Tags
- Xerox, Electronic Health Records, EHR, Healthcare, Document, Paper, Outsource
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