Implementing a Paperless Credentialing System

January 7, 2016
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Here’s a scenario that may sound familiar: you’ve recently adopted a paperless credentialing software and are eager to get started. Many benefits await, but you cannot automatically jump from A to Z. The scary part? You and your team are held responsible for learning the new technology, transferring all data, and using it correctly.

We call this the implementation process.

Here’s a scenario that may sound familiar: you’ve recently adopted a paperless credentialing software and are eager to get started. Many benefits await, but you cannot automatically jump from A to Z. The scary part? You and your team are held responsible for learning the new technology, transferring all data, and using it correctly.

We call this the implementation process.

Implementing a new technology in a workplace can be tricky, especially in one that has been using an archaic system until now. For anyone, sitting down and starting the learning process can feel like the most daunting part, but it is the most important. Once it is implemented, using the paperless credentialing system will be highly rewarding.  

Here are 5 tips that can make your transition into a paperless credentialing system a lot easier:

  1. Keep your files in a safe offsite storage

One of the best outcomes of working with a paperless credentialing system is the amount of free space it creates in the office. You will no longer see the stressful paper file stacks, but that is not to say that they have to be completely scrapped immediately or at all.  

Once you’ve transferred all file information into your new paperless system, seeking a safe storage option for the original files can bring you peace of mind while clearing the file cabinets. Companies like Iron Mountain and GRM offer storage management and document shredding services large scale organizations.

A healthy credentialing system always includes backup, be it paper or digital.    

  1. Go through the process yourself, but also get help
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Using the new paperless software begins with familiarizing with it and there’s no better way to learn than working with the software on your own. Sometimes it takes a few mistakes to achieve a smooth-sailing process that is optimal for you, or to find shortcuts to speed up your workflow.

If you’re working with other credential managers, dividing and conquering is a smart tactic. Now the entire team has experience with working with the new technology.

Extra help is great because it can speed up the implementation process especially when the facility has many providers to enter into the system. Our Customer Success team works alongside the credential manager to help them learn the software and also with the onboarding. We’ve received a great deal of kudos from our customers by lending them a hand with what is usually the longest part of implementation.

  1. Organize as You Implement

You might look at implementing the software as a golden opportunity to organize the credential files. Why not clean up each file when you are already going through them individually? “Killing 2 birds with 1 stone” is a valuable concept if it means high productivity while doing the job right.

Organizing while working ensures that each file has the correct credentials. It might even help if you decide to transfer the data in the same order across all files.

In our experience, we’ve found misplaced physician files and returned them to their rightful folder before entering them to our system. The implementation process flies by when every folder follows the same structure, making locating documents a easy task.

  1. Encourage your medical staff to use the software
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Encouraging others—fellow credential managers, administrators, and doctors—to engage with the technology can make it an easier implementation for everyone involved. The right strategy for facilitating change can make the all the difference when implementing new technology in the workplace.

Paperless credentialing systems are useful in connecting with the doctors directly, making the medical staff’s participation extremely valuable. We’ve helped facilitate info-emails to entire facility staffs and found them to be helpful introductory material to get the team acquainted with the software. Other methods include workshops and staff meetings.

The more prepared your medical staff is to use the paperless technology, the smoother the transition it will be.

  1. Don’t rush it

It’s important to train yourself and your teammates on the new technology and to not expect immediate results. Give them time and room to get used to the software because going from paper to paperless is one giant leap for most organizations.

It takes on average approximately 4 weeks for an individual to familiarize with something and form a habit. During that time and beyond, our Customer Success Team is available to relieve any questions or overwhelming feelings. One of our goals is to eliminate the stress by helping you stay compliant.

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