Posts tagged " Paperless "

Field based Engineers instantly submit paperwork electronically back to the office

August 19th, 2019 Posted by Uncategorized No Comment yet

Organisations who have Service Engineers working out in the field understand the importance of accurate paperwork completion. Most engineers still operate using the traditional method of pen and paper to carry out service and maintenance checks.

This method can cause problems for both the office and engineer, meaning that reports can be incomplete, get misplaced or damaged. 

The time it takes for paperwork to reach the office can sometimes be days or weeks. Therefore, administrators cannot action work within the time frames needed. 

Using iPEGS, the Engineer can access multiple electronic forms to complete using an iPAD, tablet or mobile phone and submit straight back to the office. 

Please find linked below an example electronic security risk assessment.

Security Risk Assessment

The photo feature gives the Engineer the ability to take photographic evidence to add to the form. The unique signature feature allows for multiple signatures to be added, which include the time, date and GPS location.

Once a form has been submitted, the admin team will get a notification via email with the completed form attached. The form can be downloaded as a pdf and imported into the client’s record within a CRM system or managed within the secure iPEGS Portal. In this portal you can build, brand and manage all of your submitted forms.

If your business is looking for a paperless solution, then give us a call today on 01244 955350 or email sales@ipegs.co.uk

iPEGS in partnership with One Tree Planted.
Making a positive change for your business
and the future of the planet.

3 ways beauty salons can easily gather and store sensitive data

August 7th, 2019 Posted by Beauty, Beauty Client Forms, Uncategorized No Comment yet

With legislation regarding client information tightening due to GDPR, as well as the need for beauticians to obtain the necessary client consent before carrying out treatments, many beauty salons are looking at more efficient and cost effective ways to gather and store data. 

Thanks to electronic consent forms, beauty salons are able to safely and professionally obtain, manage and store confidential client information and consent electronically by storing it safely to The Cloud.  Here are 3 ways that iPEGS’ electronic forms can help beauty salons easily gather and store client data.

1.Switch from paper to electronic consent forms

Electronic consent forms are the easiest way to gather client data, whilst gaining consent. Unlike old fashioned paper, pen and clip boards, you can hand your client an iPad or tablet and create a professional and engaging first impression. You can even email your clients a form to fill out in advance of the treatment to speed up the consultation process.

Electronic forms also eliminate the risk of incorrectly filled in fields, illegible handwriting and lost paperwork, while mandatory fields will ensure the form is fully completed. Plus, beauty salon electronic consent forms enable you to stay compliant with the latest GDPR requirements. 

2. Store data in The Cloud

The Cloud is an online space where you can store your data, safely and conveniently, which is why an ever-increasing number of businesses and individuals are turning to it.

Electronic consent forms allow you to easily save and store client data straight to the cloud, and with its advanced security features and low maintenance costs, it’s the smartest way to store your valuable data. It also allows you to access client information from anywhere – which is ideal for mobile beauticians or those who work from third party salons.  

3. Complete forms using electronic devices helps protect client data

Electronic consent forms bring beauty salon owners and their clients, complete peace of mind. The ease at which information can be obtained electronically and then safely stored straight to the Cloud, means that your clients’ sensitive information will remain safe, secure and confidential. Paper forms, on the other hand, leave beauty salon owners vulnerable to theft, loss or damage, not to mention the sheer amount of space they take up being in stored in a filing cabinet.  

Setting up a free trial with iPEGS is easy, and you can trial five forms for free before you choose to buy.  Find out how easy it is for your beauty salon to gather and store sensitive data using iPEGS’ electronic forms. 

GDPR ISSUES FOR THE ALTERNATIVE MEDICINE SECTOR

July 24th, 2019 Posted by Acupuncture, Alternative Medicine, Consent forms, Consultation Forms, GDPR, Holistic Health, Insurance, Paperless, Security No Comment yet

Most of us are way beneath the higher risk threshold but our insurance companies are taking these levels of risk on our behalf and charging us to do so.

I spent some time this weekend chatting to specialist Healthcare Insurance Brokers at the exhibition and they were very pleased to see me. They assured me that the actuaries will sleep better knowing their clients are using iPEGS paperless forms.

Now I like a well-rested actuary as well as the next man, but my objective is to get them to discount insurance for our users. Not only is your risk less, so are theirs, after all.

For most practices, GDPR creates the need for greater investment either in consultant’s fees or in your own valuable time. Ensuring your operational processes are up to the required standards, ensuring websites, forms etc are designed and optimised for the latest protocols.

Large companies may appoint a DPO (data protection officer). However, for most of us DPO is just another hat to hang alongside the, therapist, counsellor, head of HR, finance, marketeer, sales manager and parent hats ti name a few. Being too busy is no defence in law unfortunately. I’ve always believed it’s a clever man who buys his brains. So if we can rely on professionals like iPEGS and save money into the bargain it’s a bonus.

COMPLIANCE INSPIRES TRUST

Compliance isn’t solely an expense, in order to conform to the rules, it helps to inspire trust and confidence in the eyes of our patients.

Companies who seem to cut corners with data protection might well cut corners elsewhere. Most of us are members of a National Hypnotherapy association and have no problems with Hypnotherapy ethical issues. Cutting corners is not in our DNA we understand our ethics and professionalism are all we have. So going digital make sense.

Compliance not only protects the patient, but it also protects your clinic from overstepping the boundaries.

THINGS TO CONSIDER WHEN CONTROLLING DATA

  • Are you or someone on your team trained on data protection?
  • What changes have you made this year to become GDPR compliant?
  • Have you built client consent into your system?

Clients can give consent in various ways, such as email, a contact form on the website, a check-box on your landing page, tick box on the form etc.

Consent records must specify the time and date when consent was given, as well as the exact means that they delivered consent. 

Can you simply and rapidly process data deletion for clients. Is it at the press of a button or will it take hours of work?

Do any 3rd parties have access to your client’s data? Third party access to data is all too common, third parties who might be using the same network or facilities, you need to be aware of any other parties who might have access to the data you’re collecting. This can be a particular problem in mixed therapy practices. Is it kept in a filing cabinet where others have access or a shared network?

WHAT PROTECTIVE MEASURES DO YOU HAVE IN PLACE?

Are there proper security protocols in place that will detect data breaches when they occur? How do you know if your client’s data had been hacked into or copied? The last thing you want is to find out about a data breach from your users and valued client. This is a sure-fire way to lose trust. 

How easy is it to export your data? Is it available at the touch of a button or is it a trip down to the cellar and a root through the filing cabinets?

One component of GDPR is privacy by design. This requires therapists to design their systems with the proper security protocols in place from the start. Failure to design your systems of data collection the right way will result in a hefty fine. It is a good idea to take a good look at your website if it hasn’t had a design overhaul in the last year or so.

Are your forms easy to find and wipe? Who has copies? Are you holding data on your laptop or PC? Do others have access to these devices?

The concept seems sort of complex, but essentially it refers to the need to have business systems designed with proper security and privacy measures integral. iPEGS paperless forms provides such a system.

If you would like to help improve the management of your client data and in the way you collect it please check out our website www.ipegs.co.uk or contact me directly steve@ipegs.co.uk or call on 01244 955350, I will be pleased to help.

Improving the Customer Experience with Electronic Facial Treatment Consultation Forms

June 14th, 2019 Posted by Aesthetics, Beauty, Consultation Forms, facial Treatment, Paperless No Comment yet
Electronic facial consultation forms

We all know how essential obtaining client consent is before carrying out any facial treatment. Failure to do so could invalidate your insurance and leave you facing big charges should they make a claim against you. Yet consultation forms filled out on paper can really hamper the client being able to enjoy a relaxing and enjoyable experience during their appointment. 

Today’s client expects a smooth, intuitive and efficient experience when it comes to their visit to a Beauty Salon or Spa. After all, they are there to relax and get rid of the day-to-day pressures of work and life – and completing a consultation form by hand will be the last thing they need. 

Thanks to digital technology and mobile deployment, iPEGS has been able to address these challenges and improve the customer experience with the introduction of electronic consent forms, specifically with the health and beauty industry in mind. 

Welcoming new clients

Having a detailed consultation is a key first step before undertaking any facial treatment. This will show new clients that you are professional, able to offer expert advice and keen to understand exactly what they want. Carrying out this process electronically by handing the client an iPad to complete the form, will leave a good long-lasting first impression with new clients.

Personalising your service

iPEGS electronic forms allow you to customise and personalise client consultation forms to your own needs. Using a simple drag and drop functionality, you can customise fields, add your own colours and branding and unique forms for each treatment. This in itself makes your salon stand out from the competition and makes the customer experience slick from start to finish.

Reduced cost and errors

The easier a form is to complete, the quicker the consultation process which reduces your time spent (and therefore cost) with each client. Electronic forms also eliminate errors by ensuring that all essential fields are completed, and reduce any inaccuracies caused by illegible handwriting.

From a time perspective, the customer is not the only beneficiary; electronic consultation forms are immediately stored and backed up without having to transfer the information manually onto a computer. 

Client confidentiality 

Beauty therapists are often in a position of trust. Clients trust you with their most important information, and it is vital that this information is stored correctly. Not just from a client sensitivity point of view, but data protection is your responsibility and if it gets into the wrong hands a client is well within their rights to make a claim against you.

If you would like to try our electronic client consultation forms for free, we are offering new customers 5 free forms so you can see how easy they are for you to use and how professional they look to clients. 

Sign-up today and try 5 forms for free. 

Or for more information please click here.

Patient consent forms for aesthetic procedures – 3 reasons why the industry is going electronic

June 10th, 2019 Posted by Aesthetics, Consent forms, Consultation Forms, Paperless No Comment yet

Most aesthetic practitioners, clinicians and surgeons understand the importance of taking proper and detailed informed consent before undertaking any aesthetic treatment. With medical litigation laws tightening in the UK around aesthetic procedures and indemnity costs rising each year, skin clinics, beauticians and cosmetic surgeons are looking at ways to protect themselves even further when carrying out aesthetic treatments.

It’s one of the main reasons why many skin clinics are turning to electronic patient consent forms. Not only do they provide a very clear and simple way to collect client data, they look and appear professional too.  This article examines three ways why the beauty industry is going electronic.

1.     Enhanced security

Electronic patient consent forms for aesthetic procedures provide improved security; giving you peace of mind that information is stored securely and can be easily referred to months, if not years after the treatment.

Paper forms, on the other hand, can get lost, stolen and even damaged – and if something happens to them, there’s usually no backup.

2.     Clearer understanding for the patient

Completing consent forms electronically will benefit both you and the client.  Information is clearly displayed and any important legal information such as recovery period and any possible complications can be easily highlighted. Forms can also be customised to suit your brand – making the whole consent process slick and professional.

Incomplete and illegible paper forms leave us vulnerable to litigation but having all the information displayed electronically provides you with a detailed, accurate, and more importantly legible consent which, should any legal action be taken, will stand up better in Court.

3.     Faster consultation process

With a rising number of patients wanting aesthetic procedures such as Botox, dermal fillers and thread lifts, aesthetic clinics, skin clinics and beauticians need to find ways to speed up the consultation process and make it as efficient as possible. Electronic consent forms can be completed much quicker than paper forms, especially in today’s digital age when people seem to find it easier and faster to type than to write.

Once the client has completed the consent form electronically, it can be automatically stored and archived. Paper forms, on the other hand, come with the administrative burden of having to transfer the information electronically, which can be considerably time-consuming.

New technology (apps and tablets) has provided a great platform to improve efficiency, appear more professional and reduce risks that may leave us vulnerable to litigation.

iPEGS is helping the cosmetic and beauty industry go paperless by offering easy-to-use, electronic forms that can be customised to your specific treatments and brand. These forms can be accessed on any device – forms can be completed remotely by the client before their appointment or they can be completed face to face on an iPad, tablet or laptop. Copies of the form are emailed to both the client and the clinic and they are also stored securely in the cloud for future reference if required.

Why not try them out? See how easy they are to use and customise by trying five forms for FREE.  Sign up today or contact us for more information.

Time for Hypnotherapy Consultation forms to go Paperless?

June 10th, 2019 Posted by Alternative Medicine, Consent forms, Consultation Forms, Electronic signatures, Holistic Health, Hypnotherapy, Medical History Form, Paperless, Sports Therapy, Uncategorized No Comment yet

Paper Hypnotherapy Consultation Forms – are they obsolete?


When was the last time you made a call from a phone box? Is it months or years?

I can remember my first mobile phone. It was the size of a brick and with the battery, it weighed more than one. I loved that phone, now my mobile is worse than the kids when it comes to demanding my attention.

I have another question, when was the last time you wrote a letter? Not an email, a real paper and envelope, stamp and letter box letter?

All that paper and stamps and you waiting weeks for a reply.

Do you remember Nora Ephron’s movie ‘You Have Mail’ with Meg Ryan and Tom Hanks? I loved that movie and email changed our world, didn’t it? It became our liberation!

Since then we haven’t looked back. Email too, is not exactly what we planned for it but can you imagine life without it? Email is digital, paperless, almost instantaneous and easy to file away where you can find it.

Ok, so can you please tell me why you are still using the same paper based Hypnotherapy Consultation Form that you used when you carried change for the phone box and had a book of stamps in your desk drawer?

Why are you still dragging out the clipboard with your Hypnotherapy Consent Form neatly printed out ready for filling in and squirrelling away in a filing cabinet along with the patient’s Health History Form, your notes and options? After all, we all love a clipboard shoved in our face don’t we? Hypnotherapy is all about decreasing stress not increasing it.

Isn’t time your Consultation Forms caught up with the rest of your world?


You certainly have an elegant and informative web page. Your mobile phone is as smart as the computers that NASA used for the moon landing. You do your accounts on Accounting Software not an abacus. So why are you still using paper forms?

Is it because no one has offered you a quick, flexible solution?

iPEGS offers state of the art, paperless forms for Hypnotherapists


With iPEGS you can ditch the paper ‘Stop Smoking Assessment Form’ for a state-of-the-art paperless digital form. One that can be stylish and effective as your webpage.

You can add your own logo and colours so that the forms match your webpage as well as electronic signatures, photos and automatic reminders. We can create your ‘Treatment Consent forms’, ‘Weight Loss Assessments’, ‘Stop Smoking Assessments’ and even ‘Feedback forms’ with one of our set up packages or if you prefer, you can build them yourself with our easy to use form builder. It is all so easy and we are here to help you throughout the process, we have years of experience in form design and take huge pride in our ongoing support.

We are all used to digital devices nowadays so being able to complete iPEGS electronic forms either at your premises or prior to the appointment via a mobile phone, tablet or computer will save you time, paper and stress.

Paper files are costly in space and time, not to mention resources, both natural and financial. Being able to pull up a patient’s records instantly saves time and allows you to spend more time with your patient.


Security and Paperless Forms


By using iPEGS Cloud-based Storage, this guarantees your data is secure as if it was locked in a safe. We encrypt, transmit and store it securely at our UK Data Centres,

We are Cyber Essentials Certified and ISAME GDPR Ready. So by using iPEGS, you can relax knowing you data is secure and compliant.

Isn’t it time you threw the paper forms away like the bell bottoms and those jackets with the huge shoulder pads and embraced the 21st century?

Paperless means you can send forms to your patient / guardian prior to their appointment using iPEGS Remote, via email as a web form. By completing forms prior to the appointment the patient has more time to complete their medical history thoroughly, they can complete the form in their own time, sign and submit, saving valuable time, improving efficiency and the customer experience.

Alternatively, if you have walk in customers or if your client didn’t have time to complete the form prior to the appointment, using a tablet or iPad you can simply access your web forms via your browser or via the free iPEGS app.

Changing to paperless Hypnotherapy forms with iPEGS.


I’m interested, how do I get started?

If you would like to find out more please click here or why not get in touch? Email me directly: steve @ ipegs.co.uk or give me a call 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

Holistic Health Consultation Forms and Intake Forms

April 1st, 2019 Posted by Alternative Medicine, Consultation Forms, Holistic Health, Paperless No Comment yet
Holistic Health Consultation Forms

Many people come to alternative and holistic health practitioners, as a last resort and with some reservations. The popular press love to search out examples of malpractice and scare monger, after all fear is what sells newspapers. They are often in pain and unsure if you can help, a stressed or nervous patient is not an easy one.

So, if you are going to be able to really assist the people who need your help, they must be put at ease as soon as they walk in the door.

Of course, the reception is as comfortable and relaxing as possible, receptionists are trained to be efficient while putting people at ease, but there are the formalities to get done, and this can be an opportunity to give reassurance and confidence to your patients.

An initial holistic health intake form, consultation form and medical history need to be taken followed by a consent form and for people coming for the first consultation this can be stressful. Clipboards and forms have never put people at ease.

That is why iPEGS paperless forms are such an amazing tool for alternative medicine practitioners, everyone is so used to digital devices nowadays, and the forms can be filled in either at the clinic or from home online using a mobile phone, tablet or computer and submitted directly to the cloud. They are quick and easy and as they are digital, they can be made easier to read for patients with poor eyesight, by simply zooming in or increasing the text size.

As well as electronic signatures, you can add photos and you can add your own branding and logos. You can create the forms from scratch with the easy to use form builder, or if you are too busy or a bit of a technophobe then you can get one of the iPEGS technicians to do it for you.

Holistic Health Consultation Form

By giving patients the option to fill in their medical history from home you will often find the resulting information to be far more complete. After all, how many of us can remember what we were doing last Thursday let alone what medication we were on five years ago.

Many patients have had years of ill health, being pumped full of chemicals. We all know how hard it can be to distinguish the ailment from the side effects of medication, so a full history needs to be done. By giving patients time, you have the opportunity to get a fuller account of their health problems a few days before their appointment, and are therefore able to study them in advance, saving crucial time in the actual consultation, even having the time for conferring with colleagues at the earliest stage.

Of course, your patient is of primary importance, but they are not the only person in the room, consent forms are a must and in an increasingly litigious world, protect not only the patient but also the practitioner. Making sure that your patient knows what treatment they are receiving is just good practice, having their agreement to the treatment on file might at some time be vital.

Up until recently a paper based holistic health consent form, had to do, and has since the stethoscope was invented, however, 5 years after the event how easy will it be to find? If you need copies or originals will it be legible, let’s face it, medical practitioners are not known for their calligraphy.

Now again you may well have the most efficient system in the world, but unless filing is your idea of relaxation, it’s a huge pain. Paper files are costly in space and time, not to mention resources, both natural and financial. Being able to pull up a patient’s records instantly saves time and allows you to spend more face time with your patient. It’s not just about covering your back but also about preventing having to.

Electronic Consultation Forms

So how do I get a form completed and signed by my patient:

Using a tablet, iPad or Smartphone you can access your electronic forms through the iPEGS apps, even without a Wi-Fi connection or via iPEGS Web Forms on any device. Simply open the form that you wish to be completed and once signed save or submit it. This is perfect in a face to face situation, free from the barrier, that a clipboard can create.

You can also send the medical history and/or consent form to the patient or guardian prior to their appointment using iPEGS Remote, again via email as a web form or via the free app. They would receive this form on their smartphone, or any device connected to the internet and complete, sign and submit back to you.

Is my patient’s information safe, what about data protection laws and GDPR?

Many laws states that patient records must be kept secure and confidential at all times. The UK data protection regime is set out in the DPA 2018 which replaces the Data Protection Act 1998, and came into effect on 25 May 2018, along with the GDPR (which also forms part of UK law). The law applies to any ‘processing of personal data’, and will catch most businesses and organisations, whatever their size and the law provides stronger protection for more sensitive information such as health related data.

All data submitted via iPEGS is encrypted, transmitted and stored securely. iPEGS is Cyber Essentials and IASME GDPR Governance Standard Certified so you can be confident your data is secure.

You can sign up for your free iPEGS Remote account and get 5 free form credits or sign up to the 30 day free trial of iPEGS Direct via the website.

Or if you would like to discuss the various options why not book in a call here or feel free to drop me an email: steve @ ipegs.co.uk

If you practise alternative medicine or holistic health therapies then why not go paperless today, reduce your carbon footprint, become more efficient and have more time to focus on your patients.

Acupuncture Consent Forms and Medical History Forms

March 11th, 2019 Posted by Acupuncture, Alternative Medicine, Consent forms, Consultation Forms, Medical History Form, Paperless No Comment yet

Medical History and Consent Forms in Acupuncture

As an Acupuncturist, you carry a huge responsibility for the welfare of your clients, many of whom have been suffering ill health for years. Often you are the last port of call, after mainstream medicine has failed to provide relief from a chronic condition.

Taking a thorough medical history of each new patient is your first step in providing for a patient’s needs, firstly you need to ensure that acupuncture is the appropriate treatment for your client. People often have an unclear idea of what acupuncture can do, after all acupuncture is not a miracle cure for anything, it is a science.

In obtaining their medical history, there is a need to gain a thorough understanding of a patient’s main complaint and general health and lifestyle. This involves asking questions about current symptoms as well as medical history, such things as sleeping patterns, appetite and digestion, emotional wellbeing. Women must be asked about their menstrual cycle and any past pregnancies and childbirth. The use of pharmaceutical products must be considered in detail, side effects are often hard to distinguish from the ailment. Some patients have suffered chronic conditions for years before considering acupuncture and have tried a series of treatments that have failed, so this medical history is a vital tool for achieving a successful outcome.

Getting that history can be a long and exhaustive process, you need to know as much about past treatments as possible and that can take time to remember.

Using an electronic consent form that can be sent in advance to the client, can gain a depth of information that is hard to get in a first consultation. All this information needs to be recorded and considered thoroughly before a treatment plan can be agreed and put into place.

By using iPEGS Remote paperless forms you can send out the questionnaire a week before the first appointment. It is totally secure and can be customised to suit the patient. They can fill in the history and return it using any connected device, be it smart phone, P.C. or tablet.

People are so accustomed to using communications technology these days, filling in a form at home in their own time can be so much less stressful than in a busy surgery, with limited time.

As for the practitioner you are receiving a fuller history in anticipation of your first consultation, even having time to consult with colleagues, if necessary. There can be a due date set for the form to be returned for just that purpose, with reminders embedded in the process. Once the form is sent, it is automatically filed, unlike paper forms there is no possibility of it being mislaid. It is a permanent record of your patient’s history and current condition.

Once you have had the opportunity to study this and meet your patient, you can explain your findings to them and ensure that they understand. Informing them clearly of the nature and purpose of any proposed treatment you gain their consent to treatment. This of course needs to be recorded.

Although consent may in the past have been taken as implied by a patient’s actions in turning up and lying on the treatment couch, explicit consent is now considered essential.

The law states that, consent must be given by a legally competent person, in some cases the next-of-kin. It must be given voluntarily and must be informed.

You must be able to prove you have sought explicit consent and ensure that the patient has understood what you propose to do. This is particularly important where treatment may involve sensitive areas of the body. It may be construed as an assault to examine or even prepare to treat someone without consent.

You cannot delegate the obtaining of consent to a receptionist or unqualified assistant. Informed consent requires that you as the practitioner (or an appropriately qualified colleague) have explained the procedure, been available to answer questions and able to satisfy yourself that the patient understands what they have been told. So it is up to you the practitioner not only to personally supervise treatment but also consent to treatment.

Having proof of consent is of course part of your duty of care not only to your patient but also for your practice.

So an acupuncture consent form must be signed very early on in the treatment process, again this consent form can be digital, secure and paperless. Using the iPEGS paperless forms, consent can be rapidly given, directly on to a tablet or even a mobile phone, even including a photo for confirmation. Instantaneously becoming a matter of record.

By using a iPEGS digital consent form, you can customise the form in real time, making changes without having to wait on printers, receptionists etc, time saved can be used in treating the patient, which after all is the object of the process.

Storing these Forms is also more complex than you might imagine.

You may well know you are legally required to keep patient records for a minimum of seven years. In the case of minors’ records must be kept until the patient reaches the age of twenty-five (seven years after reaching eighteen). Did you know that this applies even when you have referred the patient on, or you have left the practice where you administered the treatment?

There is also a legal requirement to retain original records which applies in the buying and selling of a practice and even with a patient’s consent, you must only pass on copies of the records, not the original notes?

Making copies of thousands of paper records is a mammoth task, digitally using iPEGS it can be done in a fraction of the time. You may not envisage selling the practice, but you will want to retire sometime.

You must also ensure that patients are kept fully informed and offered appropriate choices about their continuing care and the safe-keeping and location of their original records. Knowing that they are secured gives peace of mind to you and your patient. Doing this with thousands of separate paper documents is literally a forest of wasted time and space.

Patient records must be kept secure and confidential at all times. The UK data protection regime is set out in the DPA 2018 which replaces the Data Protection Act 1998, and came into effect on 25 May 2018, along with the GDPR (which also forms part of UK law). The law applies to any ‘processing of personal data’, and will catch most businesses and organisations, whatever their size and the law provides stronger protection for more sensitive information such as health related data.

Wouldn’t it be useful to get fuller more reliable patient histories?

Can you really afford to take risks with your patient’s records?

Can you afford the space and time that paper forms take up?

Wouldn’t it be simpler and more efficient to go digital and paperless, like many of your colleagues in the health sector are now doing?

Would you prefer not to have the worry of a disgruntled patient with a lost consent form?

If your answer is yes to any or all of the above, or if you are not sure, then why not get in touch, and let iPEGS take you through the process of going paperless.

We are all busy, but sometimes we have to invest time to save it, for our patients and our practice.

Just follow the links on this page and you can be up and running digitally in less than the time of an average consult. If you feel that you have questions you need answered that are not covered on the site, why not book in a call at a time that suits you best? You can do this via the link below and let us walk you through how iPEGS can help improve your processes:

https://calendly.com/ipegs/15-minute-phone-call/

For  more information please click here or feel free to drop me an email: steve @ ipegs.co.uk

Going Paperless in Further Education and Apprenticeships

February 4th, 2019 Posted by Apprenticeships, Electronic signatures, Paperless No Comment yet

Over the last 10 years we have seen significant change within the Apprenticeships sector in the UK. With the introduction of the Apprenticeship Levy and Apprenticeship Standards, there has been a huge shift in how colleges and training providers operate and deliver.

Paperless Apprenticeships

There has also been lots of innovation over the last decade with a big increase in the use of technology to enhance the learner journey from Online Learning, ePortfolio, Video and Apps to the improvements in efficiency within the operational delivery of apprenticeships via increased use of MIS systems, CRM’s and Electronic Data Capture software such as iPEGS.

The iPEGS products have also evolved based on the changes within the sector, improved connectivity and mass adoption of mobile devices.

Our drive continues to focus on a fully electronic and paperless enrolment, commitment statements, apprenticeship contracts and all other related documentation relating to the apprenticeship. We feel that the face to face time spent with the apprentice should focus on learning and not admin and so our Remote product has seen a big increase in its use and volume over the last 12 months.

Paperless Apprenticeships
The idea is to ensure that the learner (and employer) only ever have to enter their information once and that this data can flow on throughout the enrolment process. By enabling the learner, employer and provider to complete their respective parts of the forms remotely, via any device means that all documents can be completed, signed and checked by admin in a fraction of the time.

If a mistake is made on the form or a change is required then the iPEGS ‘Request Change’ feature enables the admin team to highlight the field/s that needs to be amended and send the form securely back to the learner or employer in the click of a button. No more unnecessary journeys and delays in getting the forms corrected and completed.

We have also just launched a new variation of the 3rd Party Approval field that enables the form to be sent to all parties simultaneously for approval and signing (electronically of course).

Some colleges and training providers still like to finalise the enrolment forms and commitment statements on the first face to face visit. In this case the forms can be completed remotely prior to this and then reviewed and signed at that point. This means that the ‘admin’ aspect is reduced to a matter of minutes as opposed to hours and ensures the time can be focused on actual learning.

It is clear that colleges and training providers use a multitude of systems and processes and so we have ensured that the iPEGS Products are as flexible as possible to allow for these differences.

Below is a short video demonstration of a fully paperless and remote process of completing an Apprenticeship Commitment Statement between the learner, employer and provider via iPEGS Remote Web Forms.     

iPEGS Remote forms can be accessed as web forms on any device or via the free iOS and Android App. All iPEGS Remote forms can be auto populated with learner and employer data via our User Profile and Field Mapping tools.

So if you are still using paper based forms or even word documents and PDFs – now is the time to move to the next level, improve the learner and employer journey, reduce costs and inefficiencies within your enrolment process and remove unnecessary admin so that your tutors and coaches can focus on learning.

If you are interested in finding out about how to Go Paperless with iPEGS then please contact us.