Reaping the rewards of a paperless office

Managing and storing documents digitally is just one of the big benefits of a senior housing software solution. Paperless documents can be easily created, updated, and accessed to simplify work, save time for staff, and deliver a more convenient experience for residents and families. Improved security, resident safety, and cost savings also rank as big benefits.

Let’s look at the key advantages of working with paperless documents.

Deliver a better move-in experience

Creating and completing all the necessary documents for a move-in requires time and attention to detail that could be better spent on welcoming your residents and helping them get settled into their new home. Glennis improves the process of completing paperwork for both staff and residents with digital lease forms that are automatically completed using resident information that's already been entered into the system. The various forms are combined into one pdf which can be emailed to the resident and completed with an eSignature—a process that’s become increasingly popular over the last two years of the pandemic. In fact, eSignature can cut document turnaround time by as much as 80%.

At the same time, Glennis gives you the flexibility to accommodate residents who prefer to work with paper documents, while still giving your organization the all the benefits of digital documents. In this case, Glennis creates a unique barcode for each resident that is automatically attached to every document related to that resident. Forms can be printed for review and wet signature, and then scanned and automatically uploaded to the resident’s profile. Each profile includes a library of the resident’s documents, which are securely stored online. Electronic document management ensures accuracy and consistency across all documents and means that your team will always have the access to the most recent versions of documents.

Improve efficiency and expand accessibility to information

Enabling staff and caregivers to have immediate access to resident documents from wherever they are clears bottlenecks to information.

Searching for paper documents can be a huge time waster, and there are no guarantees that once retrieved the information is up-to-date. With electronic documents, the system ensures that the latest version is available in one central location, accessible to authorized users anytime. Documents can be easily updated, providing everyone immediate access to the most current information, a critical point when caring for residents. Documents that need to be routed and reviewed for approval can be quickly shared according to your business process, right within the system.

“The fact that all our information is stored in one place, and instantly accessible, saves me hours of flipping through binders filed away in a records room.” Risa Tagle, Resident Services Director (RSD) at Atria Burlingame

Reduce risk

Storing information on physical documents can be risky. Paper can be lost, misfiled or ruined by a simple cup of coffee. Even worse, a fire, flood or other natural disaster can destroy volumes of valuable information that can put the health and safety of your residents at risk. Digital documents protect your residents’ information and reduce risk for your organization. You can also authorize who has access to information, maintaining privacy for your residents and your business.

Reduce costs

The costs of conducting business on paper can quickly add up. Think about all the time various staff members spend updating, organizing, filing, and retrieving paper documents throughout the day. Then there’s the costs associated with copying, scanning, and mailing documents that need to be shared, and the risk of misplacement. Valuable workspace is often crammed with stacks of paper, notebooks and bulky filing cabinets. As more residents move in, the paperwork and information your organization must keep and protect increases.

The direct cost of storage space, combined with the time cost of handling documents quickly adds up. With electronic documents, the need for large storage areas is all but eliminated and the time spent looking for information stored on paper can be spent on more valuable activities.

Reduce your reliance on paper - or get rid of it altogether

Transform your workflows into a new experience for staff and everyone they work with. Speed up processes. Improve information accuracy. Reduce risk. Save money. And you'll also be greener. Document management is just one way in which Glennis makes work better for your senior living organization. To find out more, schedule a demo