Moving Your Clinic from Paper to Digital Patient Records

Decide what you are keeping

Not every old document needs to be moved. Start with the records you rely on most, such as active patients, and decide how to handle the rest before you begin.

Choose how records will be organised

• ✓Agree on the information every patient file should hold.
• ✓Set up note templates so staff document visits the same way.
• ✓Decide who needs access to which records.

Move in stages

Begin with new patients so the paper pile stops growing, then bring existing patients across as they come in for visits. This spreads the work out instead of asking the team to stop and retype everything.

Protect patient privacy

Patient data is sensitive. Choose a system that keeps each practice's data separate, and set permissions so staff only see what their job needs. For example, front desk staff can manage scheduling without opening clinical records.