The average psychologist speaks to a number of clients per day. This, of course, involves the necessary administration. Intake interviews, questionnaires, tests, treatment plans, appointments and so on. The working day of a psychologist and the process of a client goes through a number of steps. These steps are documented… and where do these documents end up? Right: in the archive.
Do you still have a physical archive?
We can distinguish a number of types of practices when we are talking purely about the ‘archive’. Type 1 mainly works physically. The documentation may be created digitally, but it is also printed out and processed in the physical file. When documents are viewed and discussed, the physical copy is leading. Type 2 has switched to digital creation and storage of the documents in the files since a certain period of time. Although the new information is digital, the physical archive still exists from the time before the digital work was done. Type 3 has already digitised; the archive is fully digitised and everything is digitally accessible.
Uncertain and inefficient
Type 3? Then you don’t recognize yourself at all in the title of this article: ‘lack of space due to an enormous amount of paper’. Let’s focus on types 1 and 2, where in both cases an archive is present and this may be flooded. Is it still easy to search? Can you always find the right file in no time? Do you ever take a file home with you and are you worried about the security of your data? Does the file really contain all the information about the client in question? These are just a few of the questions you can have as a psychologist, or as a support staff member, if you still work with a physical archive.
The obstacle called paper
In 2017 it can be done differently. Have you ever imagined what you can do with this valuable space when the archive is emptied? Paper in an organisation is a hindrance, especially when it comes to large quantities. Not to mention the security risks. This can be done differently. Or rather: this has to change!
Put an end to the lack of space!
When it comes to clients who are in the process of being treated, you will need the file frequently. You can digitise this quantity of files and possibly import them directly into your digital system under the right client. If a treatment process is closed, you keep the file for a certain period of time. Maybe as long as the legal retention period makes you compulsory, but maybe even longer. In practice, you no longer need these files, or hardly need them at all. To do this, use external archive management and place the files in a high-security environment. If a file is required, you can have it returned digitally with Scanning on Demand.
This creates valuable space in your organisation;
- Strict protection of privacy-sensitive data;
- Working efficiently;
- No unnecessary searching time;
- You are no longer office or location dependent;
- You can easily share information with authorized colleagues.
Want to know more? Our advisors will be happy to tell you more about this without obligation!