The Inefficiency of Working with Paper in Healthcare

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Many hospital systems, as well as small practices, are migrating to Electrical Medical Records (EMR) systems. The reason is straightforward… physical records waste labor. Those stationed in a file room know that managing data isn’t their only job, as they need to dedicate time to maintain equipment, files, and folders. Here are some important reasons for migrating our records to EMR and eliminating extra work for staff.

Physical retrieval:

Unlike EMR, where files can be retrieved with a keystroke, file managers must physically leave their console to retrieve a record. They often navigate complex hallways and basements in search for a single name or birthday. Another problem is the movable cabinets common in file closets, many of which use time-consuming hand-cranks. Files present in multiple locations can also add significant travel time for employees.


Another issue with storing physical medical records is the upkeep of shelves and equipment. The previously mentioned moving shelves can break down, cutting off access to important files or limiting the movement of other cabinets. All shelves also need maintenance, as dust accumulation necessitates files be removed regularly to maintain a clean work area. Files additionally need to be moved to make room for new files, with the older files needing to be stored elsewhere or thrown out. Removing the need for managing shelves and maintaining clunky physical equipment is a clear incentive to go digital.


The material files are printed on, paper or otherwise, have a habit of losing legibility, falling apart, and becoming lost. In addition, errors made in the original printing or on the part of the original compiler mean that an entirely new file will need to be printed and brought to the file room. In addition, folders are not self-updating. New papers will need to physically printed and filed away. With EMR this process is done simply, with no printing required to replace files.

Contact us for more information on eliminating clumsy file folders and migrating to EMR databases.