Schools will be required to continue monitoring and managing COVID-19 immunization and general health statuses for millions of kids in January. Traditionally, this would need a significant quantity of paperwork; but, with electronic health records, this is no longer necessary.
According to research, paperless school health records may considerably ease repetitive duties such as collecting and reviewing student health information, while electronic signatures can speed a range of document procedures for both students and school employees. In reality, colleges are discovering that digital health records help to speed up insurance enrollment, preserve student privacy, assure regulatory compliance, and expedite permitted student information release in the event of an emergency.
Digitally storing student health information has a number of advantages over traditional paper filing methods, and those advantages become apparent as soon as the records are submitted. Schools that send out health records online and acquire verified electronic signatures instead of ink signatures can cut turnaround times in half. This significant decrease in processing time can free up administrative employees to focus on other pressing responsibilities, while also avoiding the need to engage expensive seasonal data-entry workers.
Furthermore, Electronic health records for schools are far easier to keep track of than paper data. An electronic database acts as a consolidated repository for all student health data, accessible from any approved device on campus — or even remotely via a secure mobile connection. Furthermore, rather than forcing staff members to manually file and search information, an electronic health record system would automatically arrange student health data and allow administrators to search for specific records with a few keystrokes.
In terms of physical space, digital documents likewise take up far less area than paper ones. Electronic health records, rather than needing rooms full of heavy file cabinets, may be housed on a local server or in the cloud, lowering storage costs and freeing up filing areas for office space or other more immediate requirements. As a result, your school’s initial investment in becoming paperless may easily be justified, as the digital health-record change will quickly pay for itself.
Students’ privacy is protected through electronic health records, which also help with regulatory compliance.
Going paperless has several advantages in addition to these practical advantages. Because secured digital data may only be accessed by authorized people, electronic health records offer far more security than paper-based filing systems. It’s even possible to specify permission levels for specific types of information within an electronic record system, allowing administrators to verify that a particular student has insurance while protecting students’ personally identifying information (and other private or sensitive details) from being viewed by unauthorized parties.
In fact, such detailed and consistent security policies provide more than just peace of mind: they also aid in the compliance of your school with a variety of record-keeping regulations, including the Family Educational Rights and Privacy Act (FERPA), the Health Insurance Portability and Accountability Act (HIPAA), and the Children’s Online Privacy Protection Rule (COPPA). As a rising number of states tighten down on infractions of these standards, digital health records may help your school stay on the right side of the law by automatically ensuring FERPA, HIPAA, and COPPA compliance.
When it comes to managing vaccination record changes (as your school will most likely be doing in January), digital forms may save your administrative staff a lot of time and effort. Paperless papers, for example, are simple to share electronically with students and family members, who may make any required adjustments in real time and then sign off on the modifications with a digital signature. As a result, updates often take only a few minutes per document, allowing a small team of administrative professionals to effortlessly manage hundreds of health insurance enrollment procedures at the same time.