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The 5 Costs of Keeping Employee Paper Health Records


Are you considering moving from paper tracking to an occupational health software solution? Managing paper health records for your hospital staff is costing you more than paper cuts and headaches. Here are the top 5 costs associated with keeping paper records and why it may be time to move to automated solution.

  1. Paper supplies

Do you feel like you’re constantly ordering paper supplies? Our experience has shown that you probably are! Consider the costs of charts, the sheets of paper in each chart, and the cost of file labels and letter tabs. There is also a capital cost associated with storing paper files onsite – often spread across numerous regional facilities. In addition, consider your turnover rate and the number of new associates requiring new records supplies every year. That’s a lot of paper!

2.  Records for employee transfers

While on the topic of annual turnover, think about for every employee that leaves or transfers to a different hospital. Also, look at the time and costs associated with pulling records, copying, faxing or mailing, shredding, and boxing records for off-site storage.

  1. Off-site storage

That brings us to off-site storage which requires that you buy off-site storage boxes and collect and transfer employee records to these boxes. In addition to these costs, you’ll pay a pickup fee and fuel surcharge, and an annual per box fee to store your boxes at a facility – often for up to 30 years!  If you ever need to access or shred any of these files, that comes at an additional cost.

  1. Duplicate data entry

In addition to keeping paper records, most hospitals double-enter their flu shot records, tuberculosis testing, respirator fit tests or other health data into some form of electronic database. This duplicate entry incurs time and is often blamed for inaccurate entry or missing or inconsistent data between the two forms of records – especially since not all data is entered in all places.

  1. Missing data

Missing data can incur additional time and lab expense if duplicate testing is ordered because a form is missing from a record. Also, when employees transition to other locations, it’s not uncommon for their paper files to not transfer with them or to be delayed. This can mean that employees are working at a site that does not have their respirator fit test or other health information.  Missing information can put the employee or patient health at risk and can also lead to costly OSHA violation fines.

Is the thought of calculating all these costs mind boggling? Don’t worry – Venato has made it easy with their occupational health software solution. We offer free, custom financial assessments so hospital staff can see the specific costs that are being incurred from paper employee health records.

Venato is occupational health software that enables hospitals to track, trend, and report on employee health data instantly. Often, Venato pays for itself simply by eliminating the expense of these paper records. Plus, with Venato’s mouse-click trending, hospital staff can assess and address key health and safety issues by job code, further saving costs on potential worker’s compensation.

Schedule a demo and ask for a financial assessment to see what paper records are costing your hospital. Also, don’t forget to ask about our risk-free, money back Satisfaction Guarantee!

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