Drowning in paperwork? – Web-enable your credentialing

Drowning in credentialing paperwork? Yeah, we feel your pain. Sadly, the credentialing process requires paperwork, mountains of it – with endless filing, constant paper-chasing, seemingly perpetual rework, and a life of constant frustration for you and your staff.Credentialing Software, Credentialing, Provider Relations, Cloud Technology, Provier Credentialing

What if I told you there was a simple way to get the process running smoothly – a solution that streamlined your credentialing process, so you can ditch the mountains of paperwork? A solution that’s not only easy to implement, but saves you time and money, eliminating your frustration? In short, a Web-based credentialing solution.

Web-based Credentialing

Here’s what Web credentialing can do for your organization:

  1. Save money. Paper files are expensive to maintain, but Web credentialing can actually eliminate the need for physical paper entirely. No more bulky and elaborate storage systems.
  2. Improve accuracy. If you’re handling credentialing files manually, you’re susceptible to failure or oversight. But if you reduce the errors caused by manual handling, you’ll eliminate re-work and you’ll also mitigate a lot of potential risk.
  3. Increase speed. By eliminating the paperwork and automating the process you’ll speed it up. That means you’ll get your providers billable faster with less effort.
  4. Save time. By eliminating paper files, you’ll avoid delays caused by transferring manual records and files. You’ll also save your staff time (and headaches!) by reducing the need for manual organization of files. 
  5. Enhance provider satisfaction. Web credentialing allows provider to complete pertinent information, upload documents, sign and attest online - one time!  No more fax black hole and no more groaning from your providers when they receive another stack of forms to fill out. It’s a win all around!

So, by eliminating the use of paper files and storing all your information safely and securely online, your organization will avoid delays, enhance information security, and improve efficiency – which significantly reduces your overhead cost and improves your bottom line.

Web Credentialing Basics

We’re all about a smooth transition, so we’ve outlined the basics of converting to Web-based credentialing system below. Use the below as a to-do list to make sure you don’t skip any steps preparing for the transition from a manual process to a streamlined, Web-based solution. 

  1. Understand Your Current Process. In order to convert your credentialing process into a paperless system, you'll need to know how it works. These questions will help you get clear on the current state of your system, and prepare to take it to the next level.
    • How are your files organized?
    • Is any of your current paperwork unnecessary or redundant? 
    • Where are your paper files stored? Are they spread out? Centralized? 
    • How many people handle documents as they pass between departments? 
    • Who is currently responsible for managing and maintaining your documents? 
  2. Organize Your Credentials. Now that you know where your files are, you’ll need to come up with a plan for their organization that will help make the most of your Web credentialing capabilities. You’ll need to develop a map of you’re filing structure and share it with the team implementing your Web credentialing solution. They’ll help you with the data migration process. In fact most Web Credentialing Solutions have a process to help migrate your provider data into the new paperless system.
  3. Provide Access. With Web credentialing, your files are automatically saved in a shared database on a Web server. This means that multiple staff members can access the system from multiple locations – all at the same time. You’ll need to assign permissions for your digital system – passwords, access levels, and more. You’ll need to think about:
    • Which team members need access to your digital files? 
    • Which aspect of the files will each group use?
    • Will they review, manage, share, or update files?
    • Are there committee members that need access to review files?
  4. Security. Your Web-based credentialing solution solution should take into consideration privacy and security needs. Again, the team providing your Web credentialing solution should be able to help you with these:
    • Will you implement activity tracking? Auditing? Encryption?
    • Who will be able to apply administrative permissions? 
    • What security features do you need to meet federal, state, and board regulations? 
  5. Analytics. Once your medical staff office is Web based, creation of reports and letters that were once a very manual process becomes automated.  Consider these reports:
    • Providers with expiring items in the near future
    • Providers with re-appointments in the upcoming months.
    • Details of provider by department or specialty.
    • Provider Verification Letters available online.

Need more guidance going paperless? Contact the experts at symplr today. We'll help you explore the ways Web-based credentialing can help reduce piles of paper, streamline the credentialing process, and improve your budget.

Provider Credentialing


Melissa Outlaw

About the Author
Melissa Outlaw

Melissa Outlaw is a Vice President, Customer Success with symplr. Melissa and her team assist clients in learning and implementing our provider management software - credentialing, privileging, peer review, quality and event reporting applications. She supports clients in benchmarking current internal practices, identifying potential efficiencies, then driving the integration of technology with process improvement to reduce time of service and operating expenses. She works extensively with decentralized, multi-facility organizations in transitioning to a shared service center as well as assisting healthcare organizations bridge the gap between procedures performed by a provider and their privileges granted.

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