Posts tagged " paperless office "

INFORMATION IMPORTANT TO THERAPISTS

July 24th, 2019 Posted by Acupuncture, Alternative Medicine, Clinic app, Consent forms, Consultation Forms, GDPR, Holistic Health, Hypnotherapy, Medical History Form, Paperless, Security, Sports Therapy, Uncategorized No Comment yet

As a Therapist you collect a lot of information about your clients and their treatment.

In fact, your insurance policy demands it and they can be quite specific. 

Therapists are faced with mountains of paper consent forms, as your client base increases. Paper consent forms are insecure, inefficient and expensive. Storing forms on a hard drive is more efficient, but leaves you at risk from computer crashes, virus and malware.

iPEGS Paperless forms are the perfect solution. You free up valuable space, meaning no more clunky filing cabinets. iPEGS allows you to use your company branding and easily build and edit your forms. Search for your clients using our advanced search feature and manage your electronic forms into folders.

Forms don’t go missing like paper ones, which is vital for future reference or if a claim was to arise. 

Mandatory fields mean you will never receive incomplete forms with important missing information. Going paperless also means you can easily implement the latest GDPR consent requests.

COLLECTING INFORMATON

For Yoga, Pilates, Fitness, Meditation or Mediumship you must record the client’s name and brief details and record the date of the session and any other relevant facts.

Ensure that there is no health reason why clients should not attend class. If in doubt you should ask for their GP’s confirmation that they can safely participate in your class. 

At the start of each class please ask all participants is there any change in their circumstances. Any that could affect their ability to participate in and complete the class safely.

Insurers will be ask you to produce your records of the client/event,In the event of a claim,

GYMS, SHARED PRACTICES

Where therapists work in a gym, sports or leisure centre, or a shared practice often the centre keeps these records.  

You must advise the centre of any unusual events or of any injuries sustained during your class. 

You must ensure that the Centre gives you access to these records. In the event of a claim being made against you.

EXHIBITIONS AND PUBLIC DEMONSTRATIONS

If you give therapy sessions at public events, a great way to increase your client base, the name and brief details of every participant, date of session and therapy being demonstrated and any other relevant facts must be recorded.

iPEGS provides quick and easy way to quickly access and complete consent forms, consultation forms and medical history forms on an iPad, Tablet, Smart Phone or Laptop. This avoids discouraging queues and saves you and the client valuable time. Mandatory fields mean you will never receive incomplete forms missing important information.

After the event you can access and safely store the data on the iPEGS secure web portal. By incorporating marketing permissions on the registration form you can easily follow up and increase your client base by exporting this data from iPEGS.

Remember in the event of a claim you will be asked to produce your records of the client/event.

ONE ON ONE THERAPY

You are required to take consultation records and retain those records, one policy I checked asked for five years, but most require seven years, after the last treatment given. 

In the case of minors, insurers advise that records should be kept for at least 7 years after the minor reaches 18.

The records should as a minimum have the client’s full name, date of consultation and notes on the lifestyle/medical history where appropriate to the treatment being given. 

They should at least include a brief description of the therapy or treatment. 

The therapist must adequately record each and every treatment given to each and every client. 

The record is to include full details of the consultation process, the treatment, the result of the treatment and any aftercare instructions given where appropriate.

Notes need to be added of any adverse reaction to the therapy or treatment either separately or as part of the notes already used.

In the event of a claim you will be asked to produce your records of the client/event. The insured person must adequately record each and every treatment given to each and every client. This is to protect you in the event of a claim being made against you. 

WE CAN HELP

By using the iPEGS Paperless System for your Consultation Forms, Consent Forms, Medical Histories and Treatment Plans. You can be sure that your data is safe. Saved to the cloud there is no risk of a computer breakdown losing all your data. As the data processor we store and encrypt your data in a secure, state of the art, UK data centre.

We are Cyber Essentials Certified giving you peace of mind that our defences will protect against the most common cyber-attacks.

We have achieved the IASME governance standard in relation to GDPR where we have demonstrated wider governance for management of the controls protecting personal data.

If you would like to know more please email steve @ ipegs.co.uk or contact me directly on 01244 955350.

Going Paperless in Alternative Medicine and Complementary Medicine

April 2nd, 2019 Posted by Alternative Medicine, Holistic Health, Paperless No Comment yet

As caring members of the alternative therapy movement, whether practitioners of Acupuncture, Reiki, Hypnosis, Homeopathy, Yoga,Vedic medicine or any of the many other fields, like most professionals we have a few differences of opinion.

I would however suggest that one of the many things we do have in common is a holistic approach to health, we can agree the importance environment has on a patient’s outcomes. Keeping pollution to a minimum is an important answer to many modern health problems.

If you disagree, and have a different answer. I would love to hear from you, my email is steve @ ipegs.co.uk I admit I will be surprised to find a deluge of emails coming in anytime soon.

So my next question is are you doing everything to protect your patients and your own environment?

If you are still using paper for your forms, be it for consultation forms, medical history forms, consent forms or others, are you aware of the needless damage they are doing to the environment?


I was doing a little research the other day and I was horrified at what I discovered. I had no idea paper was so toxic to us all and the planet we inhabit. Here are a few of the worrying facts, for you to consider:

Here are some things you may not know:

One mature tree, only produces approximately 16.67 standard packs of 500 sheets of paper.

Just one page of A4 paper uses approximately 10 litres of water to produce the equivalent of the daily ration of five people.

One ton of paper needs approx 253 gallons of petrol to produce it.

The paper industry is the 5th largest consumer of energy in the world.

Over 30 million acres of forest are destroyed annually, 40% of the worlds commercially cut timber is used to produce paper, its production is a big contributor to the problem of deforestation and is partly to blame for the endangerment of some species that live in the forests.

Most of the materials in landfills are made of paper. When paper rots, it emits methane, a greenhouse gas. When it is burned or composted, carbon dioxide another one.

The life cycle of paper is damaging to the environment from beginning to end. It starts off with a tree being cut down and ends its life by being burned – emitting carbon dioxide in the atmosphere. Dioxin is one of the many toxic by-products of the manufacture of paper and we all know how good that is for you.

Ah yes but we use recycled paper!

Good answer but:

Did you know?

Paper can only be recycled 7 times. On average in the first world 70% of paper is recycled, so in all, recycling only triples the life of your paper. Trust me I did the math.

Each time it is recycled it damages the environment.

Paper recycling involves the removal of inks from the used paper. Recycling facilities use different processes, the chemicals they employ range from detergents to caustic chemicals, such as chlorine.

Print from copy machines and laser printers is particularly problematic because it is not really ink but rather a plastic polymer that the printer or copier burns onto the paper. Removal requires chemicals that are much more caustic than standard chemicals.

Similarly, printing inks contain heavy metals and other compounds that require strong solvents. Your forms probably come into this category.

Recycling paper is a major cause of water pollution

When recycling facilities remove inks from paper, the waste makes its way into the water table. Metals from printing inks, including copper, lead, zinc, chromium and cadmium, enter the stream. Waste water from paper recycling often contains our old buddy dioxins of Agent Orange fame.

Solid Waste

Waste paper reprocessing produces a sludge that contains solids including small fibres, ink from the de-inking process and fillers. This waste, including the heavy metals from the inks, is often sent to landfills.

Incineration is an alternative, but this process releases dangerous emissions, including dioxins and hydrocarbons, as well as the heavy metals from the inks. The ash that remains after incineration also is consigned to landfills.

I’m sure like me, you find these facts worrying? If you do find them concerning why not do something about it?


Oh dear here comes the sales pitch…

I do have an axe to grind, I admit it. Of course, I want you to use our product and help us build our business. Just as you want to treat your patients well and build yours. However in this case I believe we have a mutual interest.

I want you to stop wasting paper, save you time and money and I want you to give your clients a better experience by going paperless with iPEGS electronic forms.

More than that though, I hope you agree the time when we could ignore the environmental effects of our actions is over, the world is too small and too crowded. We have to care about our impact on it and minimise the damage we do. I want my grandchildren to live on as healthy a planet, for as long as possible, don’t you?

So if you care as much about your clients, your bank balance and the world we all share – as we do here at iPEGS then this is something we can do together.

If you are ready to finally go paperless then please send me an email steve @ ipegs.co.uk to ask me how we can start the process of making your forms electronic. It’s up to you of course, but in this case I will be delighted to be deluged with your questions.

References:

  1. The water footprint of wood for lumber, pulp, paper, fuel and firewood
  2. Forest Ethics: The Facts – Paper Consumption and It’s Impacts 
  3. Wikipedia: Environmental Impact of Paper
  4. Natural Resources Defense Council: Using Less and Reusing More
  5. iD2 Communications: Facts about Paper and Paper Waste
  6. The World Counts

Benefits of going paperless

September 8th, 2016 Posted by News No Comment yet

Take the paperless office challenge today………

The need to go paperless for many businesses is increasing. However, converting from paper based to paperless can be a little daunting. At iPEGS we believe that change is positive and through actively using the iPEGS System, can help businesses increase office productivity and efficiency and improve the customer experience.

Here are our main reasons to convince you to switch:

A healthly ROI

Many businesses consider that converting to a paperless office will come with a cost, which generally will be the case. However in the long term, the return on investment will be much greater when adopting this strategy.

Saving on Printing and photocopier costs

Businesses spend on average £10,000 per year printing hard copies of documents. The average office worker will also use in excess of 10,000 sheets of paper each year too! In most organisations, going paperless can save more than £400 per person per year in these supplies.

By using the iPEGS system businesses can create or import any kind of form or document, sign electronically and then send to multiple parties in real time via email or upload to Dropbox, OneDrive or to the iPEGS secure portal.

Quick access to information and save on admin time and cost

Admin teams spend large amounts of time manually inputting data into internal systems from paper-based forms. With iPEGS, once you have captured the data electronically you then have the ability to import that data directly into your databases and systems.

No more Incorrect Data 

Completing paper-based forms can cause numerous issues such as unreadable handwriting, spelling mistakes, missing information and incomplete fields. With iPEGS you can predefine your field data with pick lists and drop down boxes, make field mandatory so they are not missed and no more bad handwriting or spelling mistakes.

Lost Documents, a thing of the past

A staggering amount of paper and documents are lost every year, which can mean lost business and opportunities. By using iPEGS and capturing your data electronically you can avoid such losses.

Improved Customer communication and experience

Sending out paper based forms to customers to complete and then return is a costly and lengthy process and can delay the end result or purchase which can be frustrating for both parties. Your customers have the option to complete forms on a face-to-face basis via the iPEGS App or remotely via Web Forms or the MiPEGS App.

Secure Electronic document Signing

Paper document signing is not as secure as you might think, signatures can be forged, damaged or unidentifiable. With iPEGS you can securely sign a document electronically, which will automatically add the date and time the signature was added. A unique feature of iPEGS is our patent pending Face Stamp which enables you to add a photo of the person signing to the electronic signature adding a whole new level of authenticity.

Eco Friendly

The environmental impact of paper is significant, leading to a high level of consumption and waste not to mention the clearing of beautiful forestry and wildlife losing their natural habitats. Now it is time for change, to protect our world and environment for the generations to come. We have partnered with One Tree Planted and for every new customer who makes the positive change towards impacting positively on the environment we will plant a tree. 

If you pride your company on being open minded and forward thinking, then compliment your brand today and benefit from going paperless.

Go paperless today – contact us on 01244 955350 or email us at info@ipegs.co.uk 

iPEGS Remote – The customer communication app

August 18th, 2016 Posted by App reviews, News No Comment yet
iPEGS Remote enables you to Communicate & Capture Data from your customers in a completely new way. iPEGS Remote was designed to make connecting with your customers more effective. Life is getting increasingly busy which is why mobile technology can help us in our every day tasks (such as filling out forms).

BUSINESSES:

Communicate More Effectively with your Customers:
– Order Forms
– Promotions / Discounts
– Announcements / News
– Surveys / Questionnaires
SCHOOLS:
Communicate More Effectively with your Parents:
– Consent Forms
– School Trips
– Announcements/News
– Surveys / Questionnaires
EMPLOYERS:
Communicate More Effectively with your Employees:
– Holiday Request Forms
– HR Policies/Contracts
– Announcements/News
– Surveys / Questionnaires
MEMBER ORGANISATIONS
Communicate More Effectively with your Members:
– Membership Forms
– Event Forms
– Announcements / News
– Surveys / Questionnaires
Are you a health club, sports club or spa where your members matter? iPEGS Remote can be used to send membership terms and conditions, membership forms, online spa bookings, personal training programmes, spa client analysis forms, member event forms, fitness timetables
Benefits of iPEGS Remote for you:
– Electronic signature including face stamp & date stamp
– Schedule forms and surveys to be sent on set dates/times
– Set Form/Survey Due Dates
– Branded and customised electronic forms
– Unlimited Forms
You only pay for forms that are actually submitted and this is done by way of form credits. Each form/survey is classed as 1 Form Credit and you only use that credit when you view/download the form/survey itself.
£0.25-£0.50 Per Form Credit
View our price list here
For more information or to get started please call us on 01244 955350 or email us on info@ipegs.co.uk