5 benefits of web based e-forms over paper

Outdated, paper-based processes have long been a burden in the NHS. In a sector where every second counts, there’s a lot of seconds wasted. That’s why Voice Technologies, in collaboration with the NHS, developed FormStream.

A web based e-forms platform, FormStream was built to replace paper forms entirely. And, as has been proven by the clinicians and administrators that have put it to the test, replacing paper forms can have a litany of benefits for both healthcare professionals, and for patients. 

In today’s blog, we’ll be looking at five of those benefits, including:

• Improved data accuracy
• Instantly accessible data
• Enhanced security and compliance
• Lower admin costs
• Streamlined workflows

Improved data accuracy

Manual data entry and handwritten forms can be a source of countless errors in the healthcare sector. Web-based forms solve this issue by providing a structured, entirely digital environment for data capture. For example, with paper forms, a common issue might be that certain fields are being missed by patients. But with digital forms, administrators can make it so those same fields are mandatory, meaning that a patient will be unable to submit the form if they haven’t filled in those fields. This reduces, if not eliminates, the time and effort that would otherwise need to be spent on rectifying such errors.

Instantly accessible

Once a paper form has been completed, manually printing, scanning, filing, and distributing that form can, accumulatively, take literal hours- not to mention the risk of human error at every step in the process. FormStream means that, once a form’s been filled in, that data is instantly available to all relevant parties. There’s no printing, scanning, or manual filing: it’s all done automatically. In case the benefit of this isn’t already obvious: it saves a lot of time!

Enhanced security and compliance

Protecting sensitive data is always a priority, regardless of the sector - but it’s particularly the case for healthcare. Papers forms containing patient data present a significant risk; they could be misplaced, damaged, or accessed by someone who’s not authorised to do so. Obviously, these are all worst case scenarios, but the point is that, with digital forms, each of these risks are greatly reduced if not eliminated. FormStream is a secure platform that ensures all e-forms are fully encrypted, and access can be restricted.

A real-world example of how FormStream’s security actively benefited a healthcare provider is our work with NHS Ayrshire & Arran. They were eager to digitise their pre-op assessment forms, because their analogue systems were inefficient and, inherently, came with a higher security risk.

After transitioning to FormStream, they’ve swapped paper forms with a one-page, web-based e-form. This not only led to a 0.5 WTE reduction in admin clerical support requirements (because case notes no longer needed to be pulled or filed), but also greatly enhanced their patient data security.

Lower admin costs

The long-term savings of digitising can be substantial. All the costs associated with paper, ink, printing equipment, and even the physical space required for storage, are all removed. Over the period of a working year, these saved costs can really add up.

Streamlined workflows

E-forms allow you to streamline, and automate, entire workflows - workflows that would have previously been entirely manual. FormStream can integrate with other systems, like the digital dictation platform WinVoiceWeb, to ensure the entire e-forms process is as smooth as possible.

Conclusion: 5 benefits of web based e-forms over paper

The cost of slow document turnaround times in the healthcare sector, particularly in the NHS, remains a major challenge. FormStream helps healthcare providers to take their admin digital, which can not only reduce costs, but also free up time for providing the best patient care.