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Top Benefits of Digital, Automated Document Processing for Independent Medical Evaluators

Documents, whether electronic or paperwork, are an essential component of independent medical evaluation.

Published on:
February 24, 2022

Independent medical evaluations (IMEs) are typically requested by insurance companies, benefits providers, human resources managers, lawyers, or even employers. Documents, whether electronic or paperwork, are an essential component of independent medical evaluation. Managing medical documents, sometimes from various sources, can be a challenging task - with physical and digital paperwork, emailed and faxed documents, handwritten prescriptions, and potentially police statements to review, the type of paperwork involved varies and the average IME assessment can take weeks to review and complete. An IME is usually carried out when an individual has been injured and requires third-party documentation to confirm the extent of their injuries. Access to faster, more efficient, and digital-first document processing provides benefits for independent medical evaluators and the claimants and companies they act as an unbiased third party for.

Digital document processing improves regulatory compliance

Some documents usually entail high-level compliance requirements. If there is non-conformance by independent medical evaluators, this can lead to fines, revoked licenses, or even criminal liability. The federal as well as state regulatory requirements, such as HIPAA, usually mandate strict security and privacy guidelines. Document processing systems reduce the risk of non-compliance. With faster document processing, things like record retention schedules can be automated, and new documents can be more easily classified and stored.

Digital document processing increases productivity

With many incoming requests from different parties, productivity is crucial for independent medical evaluators. Faster and efficient document processing can boost morale and increase client satisfaction. It is also important to note that document processing solutions are scalable to meet the changing needs of evaluators. As the number of documents that need to be processed increases, you can scale up your system to handle as much as you need. This improves in productivity for the IME organizations as a whole but can also offer a long-term, positive mental health impact on the people who works as IMEs.

Digital document processing uses less storage space

The cost of storing paper documents can add up quickly for independent medical evaluators. When using paper, they are required to make room for file cabinets, boxes, and storage bins. Physical documents usually take up a large percentage of office space. Large document spaces also come with increased processing costs and you have to allocate budget to just document storage. On the other hand, document processing systems are software-based solutions that don't require physical space for storage. This essentially means that independent medical evaluators are in a position to save on office space.

Digital document processing offers improved team collaboration

Whether an independent medical evaluator works from an office or teams up with colleagues remotely, a cloud-based document processing system makes it possible to share and collaborate on various documents and processes - securely. Collaboration is much easier and faster when compared to traditional document management solutions. Fast document processing systems can also create audit trails by showing who made an edit and what time the edit was made. With integrated email capture, medical evaluation documents can be shared quickly, tracked, and be available to view anytime.

Digital document processing allows for easier retrieval

Fast document processing systems improve document retrieval speeds with modern document management capabilities. In the United States, employees usually spend six days of a year, on average, searching for misplaced documents. The time spent looking for misfiled and misplaced documents also adds costs to IMEs. Poor document management costs restrict your company's growth, budget, and reduce productivity.

Faster document processing systems are powerful and time-saving tools when it comes to document retrieval. Depending on the solution you have implemented, you can simply use the search tool available in these systems and you will retrieve your missing documents immediately. The system's easier integration with your business's applications facilitates access to important information. Remember, unlike paperwork and office files, a document processing system helps you to access critical and urgently needed documents remotely. As long as you're connected to the internet, you can access any information with just a click and search.  

Digital document processing enabled enhanced security

Managing medical documents required paper files, locked filing cabinets, sign-out sheets, as well as other physical security protocols. These traditional methods are time-consuming. Document processing systems provide you with the ability to encrypt your documents and assign levels of security to each file and individuals accessing them. A digital document processing system will automatically track each document and retrieve it. This helps you to know people that have viewed the contents and apply a date and time stamp for auditing purposes. By using a secure digital vault for your documents you improve security of your office, files, cases, as well as protect the claimants and companies involved.

Digital document processing identifies repositories for documents

Paper documents are usually stored in locked cabinets of a central filing section or departments.  Electronic documents are stored on the desktop computers of users,  within central servers, or even a network system that is dedicated to that purpose. An effective and efficient document processing system usually indicates clearly where a particular document can be found, often producing any given document right when it is required.

Digital document processing supports product development lifecycle    

While it might be difficult for independent medical evaluators to set up new structures in their systems, using a faster document processing system can integrate with research and development (R&D) tools to support their entire product development lifecycle. This helps you to standardize product development structures, requirements, and the needed approvals while removing silos between your development teams.  

Additionally, a document processing system enables full traceability of decision-making processes when carrying out medical document evaluations.  An effective and efficient document processing system should also allow you to manage complex files, such as PCB layouts, program files, computer-aided drawings, as well as training videos by integrating seamless software development tools.

Digital document processing allows for a backup source

Every document processing and managing system should contain a data backup or disaster recovery plan. With digital archiving as a backup, your medical documents are properly protected from physical instances that could occur to your office or from a situation where your computer is compromised and your locally stored documents are inaccessible. A fast search can be made to access the document or case you need when you have a digital-first approach to document processing.

Paperwork smarter, not harder

We want you to paperwork smarter, not harder. Using tools and software that promotes automation and a digital-first approach to document processing frees up IMEs and other hardworking individuals in the healthcare and insurance sector to focus less on administrative tasks and more on completing cases for their claimants.

Jenna Earnshaw
Head of Revenue at Wisedocs

Jenna Earnshaw is the Head of Revenue at Wisedocs. She has a strong expertise in go-to-market strategy and driving pipeline for tech companies. In her free time, you can find Jenna reading, podcasting, and supporting the startup community.

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