Over the past 10 weeks we've explored the costs of paper-based systems.
Today we're wrapping up by diving into how paper systems impact the client.
Let's dive in!
1. Barriers to Coordinated Care
In a paper-based system, sharing client information between DSPs, staff, or others can be cumbersome and slow.
This makes it hard to provide consistent support and care, and also makes it extremely difficult to ensure person-centered care.
2. Potential for Lost or Misplaced Records
Losing or misplacing a client's paper records can result in the loss of critical information.
Often this mean the DSP or other persons providing support may have to rely of memory, which can make it difficult to provide quality support and care.
3. Reduced Quality of Care
Delays: Since paper records take longer to update and retrieve, especially if they are stored away from the DSP and client, there can be delays in delivering updated support and care.
Errors in Documentation: Paper records increase the likelihood of human errors which can result in incorrect care plans, medication errors, or misunderstandings about client needs.
All of these can negatively impact the client.
4. Client Frustration and Reduced Satisfaction
Inconvenience and Delays: Clients may experience frustration when they or their family members request information or documents that take a long time to retrieve.
This can be particularly problematic when clients need records for urgent situations, such as doctor visits or legal matters.
Perception of Care Quality: Clients may perceive the use of paper systems as outdated or inefficient, leading them to question the overall quality and professionalism of the DSP and/or agency.
In today's competitive market, this perception can influence client retention and referrals.
5. Negative Impact on Client Outcomes
Limited Data Analysis: Paper records are difficult to analyze for trends or patterns, limiting the ability of providers to use data to improve client outcomes.
For example, providers may miss opportunities to identify early warning signs of health deterioration or to optimize care plans based on historical data.
Difficulty in Managing Complex Cases: Clients with complex needs often require detailed and coordinated care plans that involve multiple providers and frequent updates.
Paper systems can make it difficult to manage these cases effectively, leading to sub-optimal outcomes.
6. Increased Risk to Client Confidentiality
Security Breaches: Paper records are vulnerable to unauthorized access, theft, or loss. Physical records can be easily misplaced, left in unsecured areas, or accessed by unauthorized individuals.
All of which compromise client privacy.
Difficulty in Auditing and Tracking: Unlike electronic systems, where access to records can be logged and monitored, paper systems lack this capability, making it harder to ensure that only authorized personnel are viewing sensitive client information.
7. Loss of Client Trust
Perception of Insecurity: Clients may worry about the security of their sensitive health information in a paper-based system, especially with increasing awareness of privacy concerns.
This can erode trust in the provider's ability to protect their information.
Professional Image: Clients often associate modern, digital systems with higher standards of care.
Using paper records may give the impression that a provider is not keeping up with industry standards, leading to doubts about their competence and reliability.
8. Difficulty Accessing Health Information
It's not uncommon for DSPs to help clients go to the doctor. It's also not uncommon for paper notes and records to be incomplete and not show the active medications list and other information helpful to the client's doctor.
With digital systems, it's easier to ensure the DSP has the most accurate information.
Takeaway
By investing in digital solutions designed for agencies, you not only safeguard your clients from gaps in support, but make your agency stand out in today’s competitive environment!
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