Document Management

Few industries require more robust filing, excellent audit trails and top security like healthcare and care home providers

The ability to locate patient records – along with a complete history of any changes – is paramount to providing good patient care.

No business can get away from filing documents...

Healthcare providers ranging from health insurance companies through to hospitals and care homes make use of File Stream, benefiting from its simple and efficient filing, ease of use, flexibility, access control and security.

Our API means File Stream can integrate with existing software making it an even more compelling choice, seamlessly storing files, from all applications, in one place.

Best Practices For Healthcare Document Management

Healthcare document management is critical to the success of healthcare organisations. It ensures that patient data, records, and documents are secure, protected, and stored in an easy-to-access format. These systems allow for better organisation of medical records, billing information, treatment plans, notes from healthcare providers, images, scans, insurance information and much more.

Healthcare document management systems help streamline the documentation process, reducing errors and improving accuracy in how records are managed. They also ensure that all documents are available when needed and can be retrieved quickly and securely. 

Healthcare organisations use a variety of solutions to manage their documents, such as secure file transfer protocols (SFTP), cloud-based solutions and even physical filing systems.


There are many types of healthcare records that need to be managed, including but not limited to: 

  • Doctor’s notes
  • Patient histories
  • Lab results
  • X-rays
  • Referral information
  • Insurance documents
1Establish A Document Management Policy
The first step in effective healthcare document management is to establish a clear policy for managing documents. This policy should outline who is responsible for managing documents, how documents will be stored, and how long documents will be kept on file. By having a clear policy in place, you can ensure that everyone at your facility is on the same page when it comes to document management.
2Implement An Electronic Health Records System
One of the best ways to stay organized and compliant when it comes to healthcare documentation is to implement an electronic health records (EHR) system. An EHR system allows patient records to be stored electronically, which can save both time and money while also making it easier to share information with other healthcare providers.
3Use Tracking Numbers And Checklists
When managing physical documents, it can be helpful to use tracking numbers and checklists. Tracking numbers can help keep track of where documents are supposed to be at all times, while checklists can remind you of what needs to be done with those documents. By using these tools documents are never lost and are always properly processed.
4Scan Often And Back Up Your Files Regularly
One of the best ways to prevent the loss of important healthcare documentation is to scan all incoming documents and then back up those files regularly. That way, even if something happens to the physical copies of files, they will still have digital backups that can be accessed. By scanning documents as they appear, paperwork will not be left and can be dealt with as it appears.

Using File Stream for


1Assess the Document Management requirements
The first step is to assess the specific needs. What type of documents? How many patients are seen daily? Is there a budget for an electronic document management system?
2Set Up Standards And Workflows
The next step in setting up an effective document management system is to establish standards and workflows. Decide how documents will be named, who will have access to them, and how they will be stored and organised. It is also important to determine what types of documents need to be kept and for how long. Once you have established these standards, be sure to communicate them to all staff members and create clear policies and procedures for handling documents.
3Choose a suitable Document Management solution
There are many document management software options available on the market, some systems are more comprehensive than others. Find a system that meets the specific needs of your organisation and falls within the budget. Consider features such as version control, auditing capabilities, security settings, and integration with other systems. It is also important to choose a system that is user-friendly and can be easily implemented into your current processes.
4Train Staff On How To Use The System
Once a document management system has been chosen, it is important to train all staff members on how to use it. This will ensure that everyone knows how to store, retrieve, and share documents correctly. Be sure to provide clear instructions and plenty of practice opportunities. In addition, make yourself available for questions or concerns that may arise.