How to Manage Client Records in a Safe and Organized Way

The records of your clients are some of the most important info in the office. If you don’t handle them with care, you could expose details that should not be shared with outsiders. Right now, let us take a close and detailed look at five approaches to manage client records in a safe and organized way.

Binder’s Tabs

To start things off, binder tabs are amazing for keeping things organized. Although many records are moving to online storage systems, there’s no harm in keeping some files in your office. If you have all of your records in a big binder, purchase some binder tabs to separate clients by name or age. 

You’ll easily be able to flip from record to record with these tabs. When a client comes in for a visit, you don’t want to be flipping through every single page in your book. Use tabs to highlight the pages that you most frequently visit.

Management Software

Next, medical practice management software should be another thing on your list. Your computer is likely equipped with state of the art software that stores all of your records. However, you can do even better. The medical practice software is specifically designed to handle large numbers of patients at once. 

There are places to jot down their name, occupation, underlying conditions, and more. A medical record isn’t the same as a traditional record, so your software should reflect this. Once all of the records are in place, you can export them in a convenient spreadsheet.

Sorting and Discarding

Once you have all of the appropriate records, you need to sort them in some fashion. Sorting alphabetically is one of the most common approaches. It’s the most natural manner that will save you time in the long run. You should also consider sorting by the date of their last visit. This will allow you to make the best decisions about their health. 

Once everything has been sorted, don’t be afraid to discard old records that are no longer relevant. If a client isn’t in your master database, there’s no point in keeping their record. Either discard it entirely or pass the record on to their next physician.

Update Records in Real-Time

It’s also in your best interest to update records in real-time. It can be tempting to procrastinate and update records at the end of the day or even at the end of the week. This isn’t advised for a number of reasons. It’s easy to forget details about the client, and when you put pencil to paper, you realize that you don’t remember crucial bits of info. Real-time updating is also good for the sheer sake of organization. You won’t miss a beat on any of your clients, and you’ll feel good about how you’ve stored the records. A huge backlog of records can quickly become overwhelming.

Protect With Passwords

Last but not least, protect your online records with passwords. Even if nobody touches your computer but you, things should still be guarded by passwords. There are many hackers out there who are looking to get ahold of client info and use it maliciously. When records become compromised, there’s no way to retract and make them private again. 

Once again, this isn’t to say that you can’t trust your staff. The big picture is that there are third parties who are dying to get their hands on these records. An encrypted password makes it impossible for them to access through a network.

In conclusion, these are a couple of great approaches to managing client records in a safe and organized way. Because you have so many records, it’s important to take things slowly. These records hold extremely valuable info that should not be revealed or lost at any cost

Written by sortiwa

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