Reducing the Admin Burden on Healthcare Professionals with Copernic Search
Documents are a significant part of any healthcare provider’s workflow. From registered nurses to specialist physicians, comprehensive healthcare requires a full review of a patient’s medical history, quick retrieval of relevant documents, and streamlined document management procedures. Not to mention the added reports, requests, and insurance processing paperwork.
Unfortunately, data management is rarely intuitive for healthcare providers. Like all the most essential services, the medical industry is rife with legacy systems and data siloes that make it difficult to find what you need, much less create a streamlined process for quick health assessments and paperwork management. That’s where Copernic comes in.
Copernic: The Solution to Healthcare Document Search
Healthcare professionals need the ability to dynamically search for the files they need across multiple storage locations while maintaining HIPAA-compliant data security. Copernic Desktop & Cloud Search can provide an intuitive solution with responsive search filters and instant results. Copernic can help you decrease search time and increase productivity, enabling you to provide comprehensive care in a fraction of the time.
Challenges in Healthcare File Management
Healthcare providers often spend more than half their day managing documents, especially when searching and compiling the proper documents for each task becomes time-consuming. There are several critical challenges in healthcare file management that Copernic can help you solve:
- Health Records Siloed in Multiple Locations
- Lack of Data Standardization
- Reading Scans of Paper Documents
- Ensuring Secure Access Control
- Too Many Data Records for Each Patient
- Managing Insurance Paperwork
- Data Readiness for Audits
Health Records Siloed in Multiple Locations
Patients’ records are shared locally when they visit a doctor, clinic, or hospital. Few patients or providers have effectively compiled all their health data in one place or ensured that each provider has access to their medical history. However, doctors need a full view of each patient’s medical records to provide comprehensive health care, from diagnosis to medication management.
This often requires searching for documents across multiple locations, possibly through various providers. Patient data may also be stored in secure locations, even within your health network.
Copernic makes it possible to search a wide range of locations simultaneously. Copernic can search local, cloud, and networked storage locations with rapid results. This makes it possible for medical professionals to quickly compile a patient’s complete health records if they have direct access to each siloed source.
Finding Health Records by Relevancy
Relevancy matters when a patient is concerned about a specific symptom, condition, or medication. Over decades of health records, medical professionals must be able to search for notes, test results, and historical details relevant to the case at hand. Allergic reactions, respiratory problems, or possible signs of a genetic condition are all factors you should be able to search for quickly through a patient’s medical records.
Copernic’s dynamic search filters make it possible to pull documents based on specific criteria, from dates and keywords to “and/or” lists of factors that help you identify the details you need to provide an informed medical assessment.
Copernic’s search filters include the ability to sort by proper metadata, such as who created the file, contents inside each file, file type, specific categories, and people mentioned in the file. You can search by exact date, date range, and “near” a date. You can use booleans like “AND,” “OR,” “NOT,” and “NEAR” to create more complex and precise searches based on the exact relevancy you need.
Lack of Data Standardization
Another frustrating aspect of document management in healthcare is that not all practices use the same standardized forms or data structures. Because of the unpredictability of each patient’s health records, rigid search parameters or traditional data handling methods are often impossible.
Fortunately, Copernic makes finding the common thread in your search results easy. Like searching for relevancy, detailed search filters and Booleans make it possible to organize documents even when their data structures are not standardized. This is accomplished using advanced indexing, which notes standard features and contents of documents instead of relying on strict structural similarities.
Reading Scans of Paper Documents
The medical industry also struggles with going completely digital. Many medical records are still stored as physical paper documents, and digitized copies of old records may be poor photocopy scans of the originals. Fortunately, these scans are rarely translated into easily referenced health data, making them more challenging to include in a comprehensive review of patient information.
With Copernic, however, you can index the text content of images and search for details. This makes it possible to quickly and easily navigate once-inscrutable scans of paper documents, which still make up a significant portion of digital medical records today.
Ensuring Secure Access Control
Security is a critical priority whenever digital medical records are made more accessible. Maintaining patient privacy and complying with HIPAA regulations requires that only relevant care providers have access to each patient’s records. Copernic facilitates secure access control by preparing indexes, search results, and file access for local systems and individual users.
Copernic will only index listed and authorized folders and integrates smoothly with your practice’s existing access control. Copernic does not store or transmit the contents of any file and can be set up to exclude secured files from searches.
Too Many Data Records for Each Patient
The number of files for each patient can become massive, especially if you break down the barriers between data siloes to assemble a patient’s entire medical history in documents. Multiply that by your entire patient population, and the mass of documents you may need to search, and track becomes monumental.
Copernic simplifies tracking and referencing patient data by precisely pulling up the files you need. You can jump straight to each file’s location through Copernic, using advanced searches to quickly complete research, reports, and relevant reference information for each patient’s active health plan.
Data Readiness for Audits
Lastly, auditing has become a significant part of running any healthcare facility. Tracking down the proper documents at the right time is paramount. With Copernic, you can quickly locate and compile all the correct documents to stay audit-ready and promptly respond to specific audit requests. In this way, Copernic can help you smoothly maintain record-keeping compliance.
Try Copernic Desktop & Cloud Search for Healthcare
Healthcare relies on a foundation of documents and medical records. Copernic Desktop & Cloud Search makes finding every document you need easy with refined filters and instant results. Improve your workflow, get back hours of precious time, and give your patients the comprehensive care they deserve with full access to health record documents at your fingertips.
Copernic search software can help to reduce lost time and increase productivity for your healthcare organization. Start your free 30-day trial today.