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7 Benefits Healthcare Companies Experience When Automating Document Generation

June 9, 2022

Automation is revolutionizing many industries, including the way healthcare companies are automating their document generation.

One of the most crucial success metrics in the healthcare industry is patient satisfaction and being able to retain them. This means keeping them comfortable, well-informed, and healthy within interactions with your company.

Crucial to patient satisfaction is speedy and efficient service that begins with a good document management system (DMS). 

Document automation should pave the way for a whole new level of patient data security while upholding national standards and compliance.  

In other words, whether you need to process 10 confidential reports or 100,000 test results, you can do so with a document generation system.

This is just one of the many benefits of automating document generation. There are many other reasons why you should go into document automation as a healthcare company.

But first here is a rundown of what you will learn below:

  • What Document Generation Looks Like In The Healthcare Industry
  • How to Automate Document Generation In Your Healthcare Company
  • Top Seven Benefits When Automating Healthcare Documentation
  • Render for Automated Document Generation For Your Healthcare Company

What Is Document Generation For Healthcare Companies?

As a healthcare professional, you probably already understand the importance of proper, HIPAA-compliant paperwork and patient document security.

It's a daily responsibility that can quickly take up valuable time that you could otherwise use for patient care. 

Automating document generation can give you up-to-date records of your patient. It also keeps it within easy reach because it’s uploaded into a readily available system.

It can also make your patients feel the extra care from you because it sends them alerts for upcoming appointments and even gives them cost estimates

Your patients will also have a much easier time because the pre-consultation process isn’t as tedious as filling out form after form manually. 

They can now fill out those medical forms from the comfort of their own homes. They’ll also be able to have their payment mode saved on their file, skip the cashier line entirely, and pay using their device. Not to mention that now, they’ll always have their medical record at the flick of their fingers. 

No more waiting for documents to be generated or sent manually!

Why is this important?

According to research:

  • Administrative costs in healthcare in the US can reach up to 25% to 33% of total healthcare spending.
  • Workers spend an average of 50% of their time creating, preparing, and managing documents manually.
  • 83% of employees recreate existing documents from scratch because they can't find them in their company network.

Now, here’s the thing:

Most, if not all parts of the document lifecycle, can be managed safely with an electronic document management system. This includes steps like:

  • Document creation.
  • Editing or indexing for search.
  • Sharing or delivering the document to the right user.
  • Active use of the document and collaboration.
  • Archival.
  • HIPAA-compliant document archival or deletion.

And you can do this for almost all of your healthcare documents, whether it’s a patient information record, test result, medical history checklist, patient billing records, hospital discharge forms, and more.

For more info on this, see our full guide to document management lifecycle system.

Now, let’s get back on track with using automated document generation for healthcare companies. Below, we’ll cover how to automate this and then some example benefits that follow.

How to Automate Document Generation In Your Healthcare Company

Some patients go through multiple steps of the consultation process simultaneously. Therefore, ensuring that documents are updated is key to having a stable workflow.

 It may seem complicated, but automating your documents will yield benefits that make you wonder why you didn’t do it sooner. 

But first things first, what is automated document generation, and how is it done?

Automation of document generation is the preprogrammed creation of accounts, disbursement of the necessary forms to fill out, storing data, and delivering documents to clients. 

This is one of the many ways you can streamline your business operations as a healthcare company.

However, there are certain requirements to implement this tool that you should keep in mind. 

That includes: 

  • Data compliance.
  • File accessibility.
  • Document management.
  • Templates.
  • APIs.
  • Document templates.

Here’s what that means.

Data compliance

Compliant document management is mandated by law for businesses to operate in the US. 

Health Insurance Portability and Accountability Act (HIPAA) requires that you, as a medical organization, must protect the privacy of your clients and customers. 

You should also be transparent about the practices you employ in your data management and ensure that only the owner can access the information. There should also be timestamps when documents are made, delivered, opened, and sometimes even deleted for accountability purposes. 

You should also notify your customer about any data breaches.

File accessibility

Document generation requires that you’re able to access your files through different devices and that they are readable through all these platforms. PDF is the most common file format used nowadays. 

This also helps with securing information, with the option to add data encryptions and passwords to the document itself.

Another thing to consider here is that you can set up user roles and permission settings for your healthcare organization employees. This way, only certain people will be able to access certain documents.

For example, not everyone will be able to edit or send your sensitive customer information. And this helps ensure the chances of data leaks decrease drastically.

Document management

Document management means you’ll be able to create forms, retrieve documents, store data, and delete records for your clients. All in one place from your document management system.

You’ll also be able to track changes in the document easily with an audit log.

Application Programming Interface (API) documentation generator

An API is what functions as a catalyst for your workflow. 

APIs will link the data from an HTML form to a PDF document wherever you collect results. Once converted, this file will get stored in the cloud. 

API is important because this is what will connect your templates to your processes and clients.

See our full guide on document generation API for more information on how this works and how you can integrate it seamlessly into your ecosystem.

Templates

Because the healthcare field requires many different documents, it’s important to create a template that will be able to collect all the information that your clients and team members need. 

This will significantly improve the service you’ll be able to render to your customers. 

Some examples of healthcare document templates you can use to automatically generate include:

  • Patient information records.
  • Responsibilities and rights documents.
  • Test results.
  • Appointment confirmation.
  • Billing and invoices.
  • Insurance forms.
  • And more.

Now, let’s take a look at some of the biggest benefits you gain when implementing the above into your healthcare organization's operations.

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Top 7 Benefits When Automating Healthcare Document Generation

Some of the biggest benefits of automating healthcare document generation include:

  • Cost efficiency.
  • Data accessibility.
  • Fewer errors.
  • Better workflow.
  • Increased patient satisfaction.
  • Data compliance.
  • Billing made easy.

Here’s what you need to know about each benefit in detail.

1. Cost-efficient

Different patients require different forms that often need multiple copies

Automating your documents can reduce paper use and other office supplies (ex. printer, paper, and toner) and storage costs. These savings will add up over time, and no doubt that you’ll be advocating for a greener world through automation.

In addition to saving costs on paper and office supplies, you’ll also see an increase in efficiency. As you won’t be creating or managing each document manually.

According to research, 59% of businesses going paperless with document automation achieved full ROI in less than 12 months. While 84% achieved payback in under 18 months.

2. Data accessibility

Data uploaded into a cloud system ensures that healthcare providers can access it anytime and anywhere. Allowing you to respond promptly to inquiries and issues. 

This also enables your healthcare workers and patients to monitor and access data easily.

Data is updated in real-time and healthcare providers are able to report to different teams about the client’s progress automatically. This gives them the best possible care with all the information readily available.

3. Fewer errors

Illegible handwriting is a common source of errors in the healthcare industry. To the detriment of patients, especially when it comes to sensitive documents regarding health.

By digitizing forms and keeping them safe in the cloud, you can drastically reduce the risk of mistakes and prevent the loss of essential documents.

Document automation in healthcare also speeds up patient information turnover between providers. Without the possibility of it getting altered during the transfer. 

This also means that the document you’re seeing is the most updated form, with a paper trail of who edited the document last.

4. Better workflow

Creating your document templates is one way to make your workflow more efficient. 

Giving the proper authorization to approve the document changes is also important. 

By automating this process, you can now focus on the entire process and strive to improve it.

For more information on this, see our full guide with 5 key tactics on how to streamline your business operations as a healthcare organization.

5. Increased patient satisfaction

Automating healthcare companies involves digitally filling out forms from wherever the client may be and being able to schedule appointments online regardless of the time. 

This will make your clients happy and help you retain them.

A hassle-free medical experience is something your customer will love about you even more.

According to research, when it comes to patient satisfaction in healthcare companies:

  • 59% of Millenials say they would switch doctors if it meant better online access.
  • 68% of patients consider the ability to book, change, or cancel appointments when choosing a medical provider.
  • 78% of patients reported they would be willing to use secure online payment methods to access medical files and share sensitive information with doctors.

All this points to the fact that customers highly value convenience when it comes to interacting with healthcare providers.

And as a healthcare professional, there’s a lot you can do to increase your patient satisfaction numbers.

6. Data compliancy

Healthcare organizations are bound by the Health Insurance Portability and Accountability Act (HIPAA) to ensure their client’s information privacy and security. 

Having a system that upholds these regulations will not only streamline your services but also ensure that the data will never be seen by the wrong people.

Rest easy knowing that your patient’s important information will always be in a secure facility that will fulfill the requirements of different agencies protecting health information.

7. Billing made easy

Validating customer billing addresses and dealing with the logistics of mailing is a difficult task. 

Once you automate your billing methods, you will no longer have to worry about logistics and whether it will arrive in your client’s place on time. 

Automating your data means that your billing statements, insurance forms, and lab results will only go to the verified address of your client and that they’ll be able to receive them within seconds of you sending them out. 

Another advantage of automating your data is that you can send patients an estimate of how much their visit might cost so that they’ll have a ballpark figure. 

They’ll know how much to prepare and be able to pay your company for your services much faster.

For more information on this, see our full guide on how to switch to paperless billing.

Automating Document Generation For Your Healthcare Company

Hope this guide to healthcare document automation was helpful!

To recap, some of the biggest benefits of document automation include:

  • Bringing your healthcare company to the next level by ensuring that your clients receive all their documents in a secure and private channel. 
  • Keeping your customers happy by providing them with their needs quickly. 
  • Being able to schedule appointments and interact with their data wherever they may be.
  • Creating, managing, and maintaining HIPAA-compliant documents automatically.
  • Being able to focus on other parts of your business with the knowledge that your messages will only be reaching the right addresses.
  • And more.

Ready to increase your customer satisfaction and automate your document generation as a healthcare organization?

See how Inkit helps healthcare organizations with secure document generation and storage for more info!

Out-of-the-box PDF generation
The easiest way to automatically generate and manage paperless documents at scale.
By submitting this form, I confirm that I have read and understood Inkit's Privacy Policy.
Oops! Something went wrong while submitting the form.