Healthcare Document Management Software: What Medical Professionals Should Look For

Healthcare Document Management Software: What Medical Professionals Should Look For

Healthcare professionals need healthcare document management software that is efficient, effective, and most importantly, secure.

Document management systems (DMS) are combinations of computer hardware and software that allow users to store their important papers, records, and other files digitally — essentially, they’re electronic filing cabinets. These systems are crucial tools for a wide range of professions, but healthcare document management is especially important; privacy is paramount when sensitive medical information is involved.

Healthcare facility office managers and other healthcare workers need document management systems that will not only store substantial amounts of information but also comply with the Health Insurance Portability and Accountability Act of 1996 (HIPAA) regulations. Read on to find the right solution for your office’s document management system needs.

Find the best document management solutions for your business with our guide, The complete guide to document management systems.

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What are the key elements of healthcare document management systems?

Many hospitals and other healthcare facilities use Electronic Health Records (EHR), which are distinct from document management systems. EHR are designed for specific types of files — such as patient health records. On the other hand, DMS are equipped to work with many different file formats and across a range of records, from patient data to company finances.

Document management systems are essential for any modern business, but healthcare professionals need to take special care to store and transmit patient data securely. Here are some of the key features to look for in healthcare document management software:

  • Access control: Your software should allow you to specify which users can access specific documents or types of documents, restricting control to only those who are authorized to view or edit a particular file.
  • Encryption: Software that enables encryption is essential for healthcare businesses. Many DMS allow for customized encryption, providing an extra layer of security for sensitive material.
  • Auditing: Version control, which tracks changes made to code or documents, provides a digital paper trail that records each user's changes to a file — helpful for ensuring compliance as well as providing another method for tracking patient histories.
  • Collaboration: It’s essential that your team be able to access and collaborate on shared documents. Document management systems should allow users to communicate and share information safely and easily.
  • Integration: Your DMS should seamlessly integrate with your EHR and other practice management software.

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What is the best healthcare document management software?

Now that you know the key elements of healthcare document management systems, you’ll want to find the software best suited to your facility’s needs. Here are some of the most trusted and widely utilized systems across the industry:


Allscripts is a full-service healthcare IT partner that is built to adapt to individual clients’ needs, with industry-leading electronic healthcare records as well as financial management and operational products to keep your business running smoothly.


Cerner has been at the leading edge of healthcare software for more than 40 years. Their dedicated healthcare document management software, Enterprise Document Management, can safely store and organize information ranging from patient details to electronic signature.

Digitech Systems

Digitech Systems’ enterprise content management is built to complement existing electronic health records systems in order to move all of your important document management online. Its HIPAA-compliant services help enable remote work and telehealth all while reducing environmental impacts.


eClinicalWorks’ crown jewel is PRISMA, an EHR interoperability solution. It’s effective for everything from small clinics to hospital systems, aggregating patient, insurance, and even wearable device information into a complete, one-record picture.


Rubex by eFileCabinet prides itself on being HIPAA-compliant with little additional customization needed. It requires passwords that satisfy specific conditions and mandates that users change their passwords at fixed intervals, minimizing the risk of data breaches.


True to its name, Epic offers a massive slate of services and software that are aimed squarely at addressing the needs of healthcare providers. That includes an optimized data integration platform that brings patient data together for a single source in reporting, all focused on performance and simplicity.


Kofax aims for “true digital transformation” for every aspect of a business through the use of intelligent automation. Its digital document management processes are built to be user-friendly, secure, and efficient, complete with OCR technology that can make formerly siloed data instantly usable across your entire healthcare organization.


OnBase, from Hyland, is a document and data management software platform that optimizes how data works from intake to storage and beyond. While it’s built to support a broad range of industries, OnBase’s track record of customer-driven innovation and proven healthcare solutions make it a strong choice for healthcare document management software.

What are some things that healthcare businesses need to consider for HIPAA compliance?

Selecting the right healthcare document management software is one of the first steps that healthcare businesses need to consider for HIPAA compliance, but it’s not the only step. Here are a few things you can do to fortify your business against security breaches and/or other HIPAA requirements:

  1. First, all businesses should conduct risk assessments as required. Evaluate your company and facility for vulnerabilities, both physical (for example, lock the doors or cabinets where paper records are stored) and technical (make sure you’ve enabled encryption for your software and require passwords of a certain length and complexity for all users).
  2. It’s also important to train your staff. Implement policies and procedures for maintaining HIPAA compliance, educate your staff about proper use, and monitor their cooperation. Review and update your policies regularly to best protect patient and company information.
  3. Finally, establish protocol for responding to security breaches, such as reporting them to the proper authorities, and carry out intermittent exercises to give staff a chance to demonstrate their working knowledge.

Note: The information provided herein is for informational purposes only and is not intended to be construed, or relied upon, as legal advice.

Please consult with a licensed attorney or HIPAA compliance expert regarding your specific legal situation.

Did You Know?:Back End Magazine laid out the practical ways image scanners make digitization for healthcare facilities faster and easier.

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Built to purpose for the most demanding document handling jobs, fi and SP Series scanners are capable of processing tens-of-thousands of pages per day at the highest levels of accuracy. Their intuitive integration capabilities with all existing work suites minimize time-to-value for businesses looking to invest in tools that will pay dividends for years to come.

The fi and SP Series scanners provide a range of options to meet your company’s document management demands, whether you’re managing a small practice or choosing hardware for a large hospital. Click here to learn more or shop the rest of our production scanner line.