lab management

Common Issues with Paper-Based Lab Management System & How to Overcome Them

March 7, 2021

The arrival of digital methods in the healthcare sector has truly transformed the way it works. Tasks and daily operations that took hours of time and more workforce can now be done effortlessly in significantly lesser time. However, numerous health clinics and departments are still running on conventional manual file-based systems to store and manage their data. 

Not only are these methods outdated. But due to them, patients often don’t receive the care they require as medical workers are busy doing their paperwork. In this article, we will look at some of the major issues with the paper-based lab management system and study the ways to overcome them successfully. Let’s start!

Common Challenges of Working with Paper-Based Lab Management System

Though every big healthcare clinic has made working with a paper-based management system obsolete, a few moderate-sized clinics are still relying on them. These systems are not only inefficient but generate several issues when at work. Let us look at some of those issues:

  • Limited Storage Capacity

Paper-based documents require an extensive amount of space to store. Besides, the load of the documents keeps increasing day by day. This problem of limited storage space can never be managed adequately when working with the paper-based lab management system. 

  • Data Privacy and Security Issues

Privacy of medical documents and patient data is of immense importance. Printed documents always are more vulnerable to getting damaged, lost, stolen, or manipulated. Only a few appropriate measures can be taken to solve this issue, and that too usually costs a very high amount. 

  • Misinterpretation of Information 

Handwritten labels are common in the field of medical sciences. They are used for labeling files, test tubes, etc. However, the information written on labels is hard to understand and can be misinterpreted due to its diminutive size. 

  • Harder Information Processing & Analysis

Processing the information in a paper-based system is always harder than a computer-based system. While processing the patient records or any financial data, the chances of getting an error are high. Additionally, analyzing the information and data in the records is slower and not as accurate as what a healthcare IT software can analyze. 

  • Difficulty in Editing Documents

Editing documents becomes a great problem when working with a paper management system. The information once documented on a paper is permanent, and to make corrections, you have to use correction pens or do cuttings that make it look untidy and also screw its effectiveness.

  • Inefficiency in Daily Operations

A paper-based management system can not collaborate with different types of equipment, systems, software, and hardware. This means every operation needs to be done separately for every machine, which makes various operations redundant. This invariably brings a lot of inefficiency to the system as the same time can be utilized in providing enhanced patient care. 

  • Uneasy Information Sharing & Retrieval

Information sharing is a crucial aspect of modern-day healthcare. The built systems are such that any department of the hospital can access a report updated on any system. 

However, when working with traditional ways, you always require some dedicated person to transit the files from one department to another. Also, retrieving information from a stack of big files and documents is never an easy task and requires a huge time.

  • More Prone to Damage

Paper documents are extremely prone to damages. While in storage, they can be damaged by bugs, water leakage, etc. Also, in the event of a fire disaster or any other natural hazard, the probability of loss of information is exceptionally high. 

  • Overall Higher Costs of Operations and Maintenance

The associated costs with a paper-based management system are always higher than that of an automated lab information management system (LIMS). When using papers to write information, you will also need more stationery, printers, and other office supplies, which costs a fair amount considering the frequency of operations. 

Similar Read: Paper-Based vs Electronic Medical Records Software – Comparison

How to Successfully Overcome these Challenges?

Overcoming these challenges is not hard as today there are various healthcare IT software that can accomplish more than you can ever think. Let us view how a well-designed and effective lab management software help beat these issues: 

  • Streamlines the Operations

An automated system ensures that all your operations are streamlined, from invoicing to audit management. As software carries out the operations, the process becomes faster, reliable, and delivers high-end results. 

  • Error Free Documentation with Easy Corrections

Another benefit that you get by using healthcare software for lab management is error-free documentation. Humans are more prone to errors compared to a computer, and when manually entering data, many mistakes can occur. Moreover, if you like to update any information, editing can be easily done. 

  • Higher Security and Privacy

All the data stored in the system is encrypted using various algorithms. This provides data, high security and saves the data from being stolen or breached. 

  • Better Invoice Matching Accuracy

Errors in invoice matching are more common than you think. When working with a manual system, an employee needs to double-check everything just to ensure there aren’t any issues. But still, many issues persist. 

Conversely, with an automated lab information management system, the system performs the check and ensures there’s no mismatching of the invoices. 

  • Detailed Analyzation of Data

A significant benefit that you get with the use of a digital management system is better analysis of data. The software can derive key insights from the data that can be useful in planning strategies for the organization’s future growth. Also, insights from patient data can help provide them finer treatment.

Wrapping Up

A functional lab management software is an ideal solution for improving the operational efficiency of a healthcare system. It is more reliable and prevents all common issues that can hamper the growth of your organization. If you, too, are interested in the substantial growth of your healthcare lab, you may book a personalized demo of SoftClinic LIMS. SoftClinic team has detailed engineered modules of all the operations of lab management that can help bring the needed transformation for your healthcare lab.