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How To Go Paperless In Your Therapy Office

How To Save Time & Resources: Go Paperless

Going paperless at your therapy private practice might seem like a daunting task, but it doesn’t have to be. Having the right tools and processes in place before you begin transitioning to a paperless practice can save you both time and headache. Not to mention, taking the time to go paperless now will help set your private practice up for future success in the future.
After all, as a mental health professional, it’s your responsibility to run an efficient practice while also maintaining HIPAA requirements and client confidentiality. The best way to do this is by moving away from paper charts and embracing a therapy office software that lets you modernize your private practice. The right practice management software can help bring you into the digital age and save you from the piles of paperwork that once bogged you down. Are you ready to become a paperless therapist? Check out these tips on how you can finally transition into a paperless practice.

1. Plan Your Process

The right process is critical to going paperless in your practice. If you have the right tools but you and your fellow therapists, co-workers, or staff don’t follow a process, it won’t be as productive as it should be. Each practice is going to be different, but setting some key standards can help you transition smoothly into a paperless practice.

2. Ease into Going Digital

Before moving away from paper dependency to being a completely paperless practice, you need to determine if any of your documents require hard copies. It’s a good practice to keep hard copies of legally binding paperwork. However, practice management systems offer a leg up when going paperless because they allow you to digitally consolidate all important documents you might have had to keep in paper form in the past. For example, with TheraNest, you no longer have to keep hard copies of patient signatures because TheraNest allows you to electronically sign notes and forms right within the app.

3. Get the Right Practice Management Software

It’s tough to go paperless without a proper therapy office software or practice management software to help you along the way. Using tools like Evernote or Microsoft Word to take your notes can get cumbersome very fast and you won’t have a direct interface between your client records and their files. Additionally, you cannot be sure that your notes are secure and HIPAA compliant when using platforms that were not designed with compliance in mind. A good therapist software is a must to transition mental health records to electronic files. When selecting a practice management software, keep a few things in mind:
  • Does the software system allow you to upload client files of any type?
  • Is electronic storage space limited?
  • Can the software be securely accessed from anywhere from multiple devices?
  • Are there limitations set for accessing notes according to staff position?
  • Is the software easy to use for you and your staff?
These questions are a good starting point to determine whether the office therapy software you are selecting will help you become (and stay) a paperless practice. Remember, choosing to go paperless is not a one and done scenario. You have to actively commit to being a paperless therapy office every day in order to maintain your system–having a practice management software you trust and enjoy using helps you do this. TheraNest offers unique solutions for the challenges many therapists face both when deciding to go paperless and when trying to maintain their paperless practice. Most practice management software allows you to upload files but set a limit to the amount of space you use. The problem is that when you are worried about approaching this limit, you may gradually slip back into storing some files offline which defeats the purpose of going paperless. TheraNest works to prevent this, by ensuring there is no size limit on your uploads. What about accessibility? Keep in mind that if your practice management software is installed locally on your computer or a server in your office, you run the risk of losing all your files if something bad happens. What if you’re on the go and away from your computer? Even if you have a remote desktop connection, it’s still a pain to access client files from an iPad or other devices. With TheraNest, you don’t have to worry about this. Not only is TheraNest cloud-based, meaning you can securely access your information from any device anywhere, as long as you have a secure internet connection, we also have a mobile app to make it easier for you to use your phone and iPad to get the information you need. TheraNest also uses bank-grade data encrypting so you don’t ever have to worry about the security of your clients’ information. Ease of use also should be a big factor in selecting a practice management software. How many times have you tried a new app or software that’s impossible to use so you either delete it or never open it again? If it’s difficult to retrieve or upload files, you may become resistant to using the software altogether. It’s just easier to leave it on the desktop where it is, rather than use it for what you bought it for. Good software makes the process easy. With TheraNest, you can browse for a file, or simply drag and drop it into the software – it’s that simple. We also offer free training classes to make sure you feel comfortable using the program from the start. Interested in taking your private practice into the digital age? Learn how TheraNest can help you go paperless–making your therapy private practice more efficient and secure. Try us out for free or schedule a one on one to learn more about our software.

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