Scanning School Health Records: A Quick Guide to Get Started

Scanning School Health Records: A Quick Guide to Get Started

In January, schools will continue to have to monitor and manage the COVID-19 vaccination and the general health of millions of students. Traditionally, this involved a huge amount of paperwork – but with electronic health records, it doesn’t have to be.

Research shows paperless school health records can greatly simplify repetitive tasks like retrieving and reviewing student health records, while electronic signatures can streamline a wide variety of documentary processes for students and staff. school. In fact, institutions are finding that digital health records accelerate policy enrollment, protect student privacy, ensure regulatory compliance, and expedite authorized release of student information in an emergency.

In addition, many health professionals view electronic health records as an essential tool for schools. So let’s take a closer look at all of these benefits of paperless and see what immediate steps your school can take towards a paperless health records system.

Digitization of health data makes it easier to collect, organize and store student records

Digital storage of student health records offers a wide range of advantages over traditional paper filing systems – and these advantages become evident from the submission stage. Schools that send health record documents digitally and collect verified electronic signatures rather than handwritten signatures can cut turnaround times from weeks to hours. This dramatic reduction in processing time can allow administrative staff to focus on more urgent tasks, while saving your school from having to hire expensive seasonal workers for data entry.

Plus, digital health records are much easier to organize than hard copies. An electronic database serves as a single centralized repository for all student health data, accessible from any authorized device anywhere on campus – or even remotely, via a secure mobile connection. Additionally, instead of requiring staff members to file and search records by hand, an electronic health record system will automatically keep student health data organized and allow administrators to easily search for specific records. in just a few keystrokes.

In terms of physical space, digital documents also take up much less space than paper documents. Rather than requiring rooms full of bulky filing cabinets, electronic health records can be kept on a local server or stored in the cloud, reducing your school’s storage costs and freeing up filing areas. use for offices or other more immediate needs. This means that your school can easily justify the initial investment in going paperless, as the digital transformation of health records will pay off quickly.

Electronic health records protect student privacy and support regulatory compliance

The advantages of dematerialization go far beyond these practical advantages. Electronic health records also offer much stricter security than paper filing systems, since secure digital files are only accessible to authorized personnel. In an electronic registration system, it is even possible to specify permission levels for particular types of information, allowing administrators to verify that a certain student has purchased insurance, for example, while still protecting student personal identification information (and other private or sensitive details) from being viewed by unauthorized third parties.

In fact, these precise and consistent security policies provide more than just peace of mind: they help ensure your school is in compliance with a wide range of records management regulations, such as Family Education Rights and Protection of Privacy Act (FERPA), the Health Insurance Portability and Accountability Act (HIPAA) and the Children’s Online Privacy Protection Rule (COPPA). As a growing number of states crack down on violations of these regulations, digital health records can keep your school clear, providing full FERPA, HIPAA, and COPPA compliance on an automated basis.

And when it’s time to deal with immunization record updates (as your school likely does in January), digital forms can save your administrative staff a lot of unnecessary headaches. For example, paperless documents are easy to share electronically with students and family members, who can make the necessary changes in real time, and then finalize those changes with a digital signature. As a result, changes often only take a few minutes per document, making it easy for a small team of administrators to manage thousands of health insurance enrollment processes in parallel.

The transition to electronic student health records can start with a few simple steps.

While the transition to digital health records may seem like a complex technical process, the truth is, it’s easy to get started by making a few simple changes to your school’s existing records system. For example, many administrators start by converting paper forms to fillable PDF files using Adobe scanning, then collect electronic signatures on these documents with Adobe Acrobat sign. Online document signing alone can save your school thousands of hours of work per month, while also laying the groundwork for end-to-end work. paperless process throughout the administrative infrastructure of your establishment.

As your school’s administrative staff become more familiar with digital documents, you’ll want to organize the information you collect in a centralized, compliant database. To facilitate this transition, Acrobat facilitates extract the specified data from a completed form, and add this information to a spreadsheet or database of your choice. You can then provide specific access levels to users with different permission levels or view up-to-date record summaries to administrative staff who do not have permission to view personal or sensitive student details – all without requiring administrators to manually collect and authorize each requested record.

And when it comes to student privacy, Adobe incorporates top-notch security throughout the lifecycle of each document, applying controls to ensure that all health information collected is stored in accordance with data regulations such as COPPA, FERPA and HIPAA. from adobe identity management services take that security even further, by providing fine-grained authorization management related to specific employee records and devices – ensuring that the right employees can access the information they need to do their jobs, while preventing parties not allowed to see details they shouldn’t. t have access to.

This robust security and flexibility makes Adobe Acrobat products easy to use. integrates with a wide range of applications, from office suites to database systems and productivity applications. This means that when it is time to update student health records, it will be much easier for you to synchronize your local data with information from other sources and destinations, such as vaccination databases in the United States. state level and community health records. Along the way, you’ll find that paperless processes and pre-filled forms help avoid annoyances like duplicating records, while saving teams the hassle and expense of entering data annually.

By helping to collect and update student health data, verifying form submissions with electronic signatures, and protecting student privacy to ensure regulatory compliance, electronic health records can facilitate this period of time. the year for your administrative staff in various ways. From speed to efficiency, security and privacy, paperless health records offer many advantages over traditional paper documents – and with the help of Adobe software, the transition to completely paperless processes. paper is easier and more profitable than ever. Check out Adobe’s free on-demand webinar, Digitization of health records (and more) withAdobe sign, for a step-by-step guide to get started.

And to learn more about how to move from paper to streamline your school’s transformation to digital health records, visit Adobe Learning Resource Center for free guides – as well as case studies of institutions that have discovered the benefits of digital transformation for themselves.

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