From Paper to Digital: How Healthcare Practices Can Benefit from Technology

A decade ago, the idea of a completely paperless healthcare system might have seemed laughable. Back then, a visit to a healthcare practice meant sitting in a crowded lobby, surrounded by rows of shelves crammed with patient records, waiting for your name to be called. Fast forward to today, and the scene has changed dramatically.?

Now, 86% of healthcare providers have adopted some form of electronic health record (EHR) system. The mountains of paperwork are gone, transforming your office into a more welcoming and efficient space. However, adopting an EHR is just the beginning. Going 100% paperless in healthcare is a more complex journey, but the rewards make it well worth the effort. Let’s explore why embracing a fully paperless system is the future of healthcare.?

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Mitigating External Risks

Have you recently been contacted by a managed service provider (MSP) or cybersecurity expert? Chances are, they asked if you still rely on paper medical records. If your practice uses an EHR system, you likely answered with a confident "No." But if that was the only question they asked, it might be a sign they didn’t fully grasp the complexities of data security in healthcare.?

A more astute question would have been, “Do you use paper at all in your practice?” That’s a more challenging question to answer. After all, almost every business uses paper in some capacity.?

The reality is that any use of paper in healthcare can expose sensitive information to unnecessary risks. For instance, if patient statements are sent through the mail and mistakenly delivered to the wrong address, it’s not just an inconvenience—it’s a HIPAA violation. Now, imagine the difficult conversations you would need to have with patients, informing them that their personal information was compromised. The risks extend further. What if a natural disaster strikes? Tornadoes, fires, or floods could scatter, damage, or destroy physical records, potentially resulting in irretrievable data loss. Fully eliminating paper isn’t just a step towards efficiency; it’s a critical move to protect your practice and your patients' privacy.?

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Simplifying Record Keeping and Access

Keeping paper records not only poses a security risk but also creates inefficiencies in your practice. If you still rely on paper, have you ever considered how long it takes your staff to locate a patient’s information? Research shows that employees can spend up to 20% of their time on this task alone.?

For healthcare providers already stretched thin, every minute counts—especially in a field increasingly affected by burnout. Now, imagine what could change if your employees had 20% more time each day to support you in more meaningful ways.?

By transitioning to electronic records, your team gains immediate access to all necessary information in one centralized location. Forget the hassle of rummaging through dusty folders and alphabetized stacks. With electronic storage, finding patient information is just a quick search away.?

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Data Security and Safety

Let’s consider a simple, yet serious scenario. Imagine one of your front desk employees steps out for lunch and forgets to put a file containing Protected Health Information (PHI) back in its secure location. Upon returning, they discover the file is missing. This situation presents a significant problem in two ways. First, unless your office has security cameras monitoring the front desk, there’s no way to identify who took the file. Second, if the employee returns and completely forgets about the misplaced file, it could go unreported—leaving you exposed to a major liability.?

If you haven’t transitioned to a paperless system in healthcare yet, situations like this should give you pause. However, it’s natural to feel apprehensive about storing sensitive information in the cloud. After all, digitizing records doesn’t mean you stop collecting patient data—it just changes how it's managed.?

You’re not alone in your concern, especially with stories of cyberattacks targeting healthcare organizations. But here’s the reality: paper records are actually the most common type of data breach in hospitals, according to The American Journal of Managed Care. While there are risks to both methods, the advantages of going paperless far outweigh the potential downsides.?

Going Paperless Increases Mobility

Paper-based processes come with their share of frustrations—think of all the clipboards scattered around the office. When patients have questions, you either struggle to recall information or find yourself shuffling through stacks of diagrams. Taking work home is rarely an option due to the high risk and cost of losing vital records. This approach is not only clunky but also limits your flexibility.?

Going paperless changes the game. By incorporating mobile devices like smartphones and tablets into your practice, you join the 90% of healthcare organizations that are already implementing or planning to implement mobile technology. This step positions your practice on the cutting edge of healthcare mobility.?

With digital access, you no longer need to meticulously prepare in advance for every appointment. Simply bring your device, and you’ll have everything you need at your fingertips—patient records, charts, diagrams, and instant communication with other staff or external providers. Plus, you gain the freedom to securely access crucial information from any location, reducing the need for physical office visits. Even your billing team can handle their tasks remotely, ensuring a smooth, efficient workflow.?

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Paperless Practices Appeal to Eco-Conscious Patients

Environmental awareness is at an all-time high, with people seeking out businesses that align with their values. Younger generations, in particular, are leading the charge in prioritizing sustainability in their choices.?

In fact, 57% of millennials actively avoid products that aren’t environmentally friendly, and this mindset extends to the healthcare providers they choose. So, does going paperless at your practice truly benefit the environment? The answer is a resounding yes.?

Consider this: according to Paperless Productivity, one tree produces 17 reams of paper (roughly 8,500 sheets) and generates 110 pounds of CO2. An average office worker consumes about 10,000 sheets of paper annually. That means each employee is responsible for using nearly 1.25 trees and creating 140 pounds of CO2 each year. Multiply this by your staff count, and you get a clearer picture of your practice’s paper-related carbon footprint.?

If these numbers make you uneasy, don't worry. The moment your practice goes paperless, that footprint starts to disappear. This eco-friendly transition not only benefits the environment but also gives you a compelling story to share with patients, especially those who value sustainability in their healthcare choices.?

Conclusion

The advantages of going paperless in healthcare go far beyond simply reducing clutter. If you’re still hesitant about making the change, here’s a final thought to consider: most practices, hospitals, and organizations in your field have already embraced the transition. That means the vendors who can assist you in going paperless have learned from early adopters and ironed out many of the initial challenges. Avoid the hassle, frustration, and inefficiency of sticking with outdated methods. It's time to make the shift to a paperless practice.?

Ready to learn how FloatCare can simplify your transition? Contact our experts today for a free demo.