Digital Mailroom in Healthcare: Faster, Safer and GDPR-Proof

Hospitals, home care organisations and other healthcare providers receive hundreds of documents every day by post, email and fax: referral letters, lab results, insurance forms and patient records. Processing this inflow manually costs time and creates serious GDPR risk: documents go missing, end up on the wrong desks or remain in unsecured inboxes for too long. A Digital Mailroom addresses this directly. This article describes how the Digital Mailroom in iGuana iDM works in a healthcare setting: incoming documents are automatically scanned, classified by document type (e.g. 'referral letter' or 'medical certificate'), linked to the correct patient record and forwarded to the responsible clinician. All of this takes place within a GDPR-compliant environment with encryption and access controls. We cover three concrete benefits: (1) a drastic reduction in intake processing time, (2) full traceability of every received document, and (3) automatic application of retention rules in line with Belgian legislation on the retention of medical records. For context, we illustrate this with a hypothetical scenario of a regional hospital making the transition.

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