Healthcare Document Management Software

A healthcare document management system is a software platform for storing, accessing and managing documentation at medical organizations. It streamlines all the workflows involved in handling documentation in a way that makes HIPAA compliance easier. Medical records management software makes it easy to access, update, and share important and confidential documentation related to clinical and operational activities. Since there is no physical paperwork to handle or share, this software platform reduces the overhead associated with document management processes. It reduces the administrative burden on the staff and allows them to focus on other important activities.  

Let’s build your project

Explore Medical Document Management Systems

Healthcare provider solutions for managing documentation need to ensure the privacy and integrity of the documents. Government regulations such as HIPAA stipulate a certain level of security for medical information, the absence of which can result in severe legal consequences. OSP can develop customized software for healthcare document management with access controls. This will allow medical organizations to prevent unauthorized access to confidential data. It would facilitate the creation of user profiles with hierarchical access and feature notifications in case of attempts at access by individuals without clearance.    

Hospitals’ loss of administrative or clinical data could impact day-to-day workflows and treatment decisions. But custom healthcare solutions handling documentation prevent the loss of information through comprehensive security features.   

The bigger a hospital gets; its documentation load is bound to become. In light of this, a document management system with a smart search feature is important for retrieving important data quickly. OSP can design and build such medical documentation software with a function for rapid search and retrieval of required files. This is possible through an innovative indexing system that stores the documents in a way that makes searching and accessing fast and simple.   

This can be especially useful in the case of integrated healthcare systems where multiple physicians would have to collaborate on care, needing rapid access to relevant documentation. Electronic health records or patient database software with quick search features go a long way in boosting the efficiency of integrated care management.  

A healthcare document management solution hosted from the cloud prevents the need for hardware or IT infrastructure on the premises. In other words, hospitals and clinics won’t have to invest in new hardware if they need additional storage since, they can acquire as much as they need. OSP’s decade-long expertise with cloud computing in healthcare provides insight into building a tailored document management solution hosted from the cloud.   

We can also design custom APIs to enable our cloud-based healthcare document management software to integrate with other solutions. This will ensure seamless electronic data exchange through healthcare interoperability. Additionally, it would also pave the way for better medical records management.  

A document management system in healthcare needs to work seamlessly with other software platforms. This is especially necessary for large hospitals since multiple departments must send and receive documentation and data. OSP can design and build software for healthcare document management that can be integrated with other solutions like EHR, laboratory management, patient engagement systems, appointment scheduling, etc.   

This would enable the providers, non-clinical staff, and administrators to access the data they need. The interoperability of medical software goes a long way in streamlining day-to-day administration and clinical care.   

 Healthcare data management software acts as a centralized repository for hospitals’ and clinics’ clinical and operational information. This data can reveal important insights that help doctors and other staff boost productivity. OSP can design healthcare analytics solutions to allow medical organizations to harness the data they store for insights. Our clinical data analytics and clinical informatics solutions can highlight the causes of inefficiencies and other pain points.   

Knowledge about the areas that need improvement will allow administrators and providers to make informed decisions about patient care and everyday operations. As a result, there is an increase in the productivity of workflows and the quality of clinical care.   

Ensuring the confidentiality and integrity of medical information is important from a clinical perspective and a legal one. That is why it is necessary to be able to have a trail of access and changes to the data in healthcare document management software. OSP can develop documentation systems in healthcare with audit trails to allow hospitals to enforce accountability. In other words, administrators will be able to know who has accessed which particular document and know the changes made. The ability to trace who did what goes a long way in ensuring the security and integrity of confidential information. Moreover, it also helps in adhering to HIPAA compliance


A centralized database of the required information streamlines access to it. This is important for providers needing to view important health information and for staffers handling billing and insurance. In other words, fast and easy access to vital information whenever needed increases the speed of all activities. It eliminates the need for carrying physical documentation from place to place, allowing rapid data exchange. This allows everyone to work faster and be more productive.

At a time of growing climate change and the push for lowering carbon emissions, replacing paper-based workflows makes a difference. A healthcare document management platform eliminates the need for handling physical documentation or its storage and management. It would save the need for innumerable amounts of paper and enable the hospital to do its bit for the environment. Investing in a healthcare document management solution is a step towards sustainability.

Healthcare documents that are damaged or have had their contents rendered unusable might affect medical care or administration. The larger a hospital gets, the more documentation it needs to handle. Physical documents can get misplaced or damaged due to unforeseen circumstances. But digital documents stored in a secure database with backups can always be relied upon to maintain their integrity. In case of loss due to any reason, backups would ensure operational continuity. 

Let’s build your project

Healthcare Document Management Software Development Services


Design And Development Of a Custom Healthcare Document Management System

  • Establishment of viewing and editing rights for files and folders
  • Feature to link documents to their sources and other relevant files
  • File locking for data security
  • In-built file editor and viewer
  • A document search feature to search for necessary documents by name, date, author, etc.

Development of Application To Manage Healthcare Documents

  • Platform-agnostic software compatible with Android, iOS, and Windows operating systems
  • The application can be cloud-based or on-premises
  • Simplified sharing of documents with other providers or specific staff
  • Updates about any changes made to documents
  • Audit logs to deter unauthorized access or activity

Healthcare Document Management Software For Hospitals

  • Versioning of documents for convenience in storage
  • Mobile-based access to documents
  • Compliant with government regulations
  • Establishment of access controls for super users
  • Automatic rendering of documents to match the device screen size

Our Core Services

Solutions We Offer

What Our Client Said

Industry Industry Industry Industry Industry Industry Industry Industry Industry Industry

Case Studies

Let's Begin

Latest Talks


How to Build and Maintain a Best-in-Class Medical Document Management System

Read More Hear

How Are Electronic Medical Records and Medication Errors Connected?

Read More Hear

How use of Data Analytics is becoming an authority in Medical Billing Industry

Read More Hear

5 Best Practices for Health Data Management for Healthcare IT Systems Today

Read More Hear

Reimagining the EHR Data on Mobile Apps With the Power of AI

Read More Hear

How Has Patient Engagement Changed? Changing Landscape for Healthcare Data and Trends

Read More Hear

Frequently Asked Questions

Healthcare document management involves the process of storing and handling important medical documentation. This could include patient notes, charts, discharge summaries, bills, payment data, consent forms, etc.   

A pre-established process for managing healthcare documents helps medical administrators comply with regulations better. Moreover, the process of documentation also makes it easy to administer a large hospital that would have numerous doctors and offer several services. Healthcare documentation management provides a single, central repository to store, handle, and govern how important documents are managed.   

The larger a healthcare organization gets, the greater the volume of documents it needs to handle. A large hospital that sees dozens of patients each day would need to handle a proportionately high volume of in-take forms, claims, bills, consent forms, invoices, waivers, and other legal necessities. Having a system to manage this vast load of vital documents is necessary. It is important not only from an administrative point of view but also from a legal one.   

Healthcare document management institutes processes and protocols that require all the staff to handle documents in a certain way. This ensures that all the regulations are complied with and that each document can be viewed and audited whenever needed.  

Yes, software for healthcare document management can be integrated with electronic medical records software. It requires the necessary application programming interface (API) to enable the two platforms to exchange data seamlessly.   

Medical document management systems use a centralized server to store all the documentation. This can either be on-premises or stored on the cloud.  

The retrieval of documents happens through a search option. Since documents may be stored per the name, date, or other parameters, the search option enables providers to look for files accordingly and view them if they have the right. After viewing, the user can store it back using the features of the medical document management software.    

The main elements of healthcare document management are –   

  • Document Capture  

This involves receiving the document in the format that can be stored or rendering it from another format.  

  • Indexing  

Indexing is used to track electronic documents in a system. It classifies a document according to metadata or any other identifiers.  

  • Storage  

Storage deals with storing the document in the repository for later retrieval. It includes specific locations where each document is stored within the system.  

  • Retrieval  

This involves fetching a document from storage to be viewed. It is done through various identifiers and requires adequate permissions.   

Healthcare document management enables individual providers and larger medical organizations to maintain all the necessary documents efficiently. Numerous government regulations bind healthcare centers like hospitals, clinics, and practices. This includes clinical care and administrative activities like billing, human resource management, coding, discharge, etc.   

Documenting all the operations, like surgeries performed, consent forms, payments received, and other clinical and administrative activities, helps with day-to-day governance and regulatory compliance. If a medical center is ever audited or investigated, efficient documentation helps avoid potential legal liabilities and enables administrators to make management decisions based on valid insights.  

  • Data Security  

This is one of the most important factors since strict government regulations require a certain level of data security measures. Please ensure it to avoid severe legal consequences.  

  • User-Interface  

The interface determines how well the staff will use the medical document management software. The usability of the platform and the navigability of all its functions are important considerations when buying any software.  

  • Ensure that it Meets the Requirements  

Not every medical documentation software can be used by organizations. Some solutions are better suited for hospitals, while some would be ideal for medium-sized clinics.  

  • Company Track Record  

The reputation and track record of the company is highly important when choosing a document management solution. It will determine how good the software is and if the client will receive support during downtimes.  

  • Identify the requirements of the organization and its workflows  
  • Establish the user profiles and permissions for each of them  
  • Install the software on the systems  
  • Integrate with existing software platforms  

Scanning a document digitizes and allows it to be sorted electronically into a document management system. Scanning a healthcare document allows providers to store it in their organization’s archives using medical document management systems. From there on, they can retrieve, edit, and use it as needed. The scanned document must be in a format compatible with the document management software or be converted into it.  

  • Increased accountability and compliance  
  • Better administrative oversight  
  • Greater productivity of workflows   
  • Establishment of an official process for everyday operations  
Schedule A Call