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Occupational medicine and electronic workflow - qualified signatures and patient identity verification in practice
One of the key obligations of employers is to check the health status of their employees. Detailed guidelines for this requirement are set out in the Labour Law and regulations of the Minister of Health. The procedure can be time-consuming and complicated - issuing a referral to a doctor, confirming personal data before the visit, several additional examinations and preparing a certificate. Thanks to modern digital solutions, such as electronic signatures and identity verification, all this can be simpler and more efficient. Find out how technology is changing the workflow in occupational medicine.
Challenges in managing occupational health records
The issuing of a medical certificate of fitness to work in an occupation forces medical facilities and companies to comply scrupulously with regulations. This involves specific administrative guidelines. In the context of healthcare, there are also difficulties related to the security of patient data and ensuring proper identity verification. So what are the main challenges in this area?
- Verifying the patient's identity - it is crucial for the organisation and the doctor to ensure that the patient's details are checked accurately in order to avoid errors in the documentation and to comply with the identification requirement. However, some mistakes, namely those related to inattention of an employee when confirming personal data or entering them manually into the system, cannot be avoided.
- Patient data protection - ensuring the full security of patient data is extremely important in the operations of medical entities. Due to the sensitive data being processed, a breach can result in serious legal consequences. Compliance with the RODO and data protection and patient rights legislation imposes the obligation to use appropriate protection measures.
- Requirement to keep medical records - occupational health certifiers must properly archive the results of examinations and all materials forming part of the patient's file. What is more, the law specifies precisely that this obligation lasts for 20 years, and in the case of higher occupational health exposures, the time is extended to 40 years.
- The multi-step process for issuing medical certificates - the whole procedure involves referral for examination, specialised tests depending on the specifics of the profession, and then issuing certificates, making it time-consuming and requiring attention to detail in the documentation at each stage.
- No patient referral - in many medical facilities, the documentation processes have not yet been fully digitised. As a result, a patient cannot undergo an examination without showing a paper referral from the employer. Unfortunately, it happens that the employee forgets to provide this document, which is a simple human error that nevertheless makes the procedure more difficult.
Tools from Digital Gateways for occupational medicine
The use of modern technology in occupational medicine makes it possible to simplify and streamline the processes involved in documentation workflow, patient identity verification and document signing. Here is how innovative solutions support facilities in managing medical records:
Benefits of implementing KYC and KYU
- Identity verification - Digital Gateways offers a range of tools to securely and accurately verify patients' identities, thereby eliminating the need for manual document verification. Among the methods available are: user biometric video verification, document scanning using OCR, electronic layer reading using NFC, confirmation of electronic documents, analysis of bank data thanks to myID technology (provided as a hub by KIR SA), mObywatel 2.0 application and Open Banking (via AIS Gateway).
- Electronic signature and electronic seal - after successful identity verification and relevant research, the doctor can issue and sign documents digitally on any device and send them to the patient. In addition, the electronic seal ensures the authenticity of the document and is the equivalent of a traditional paper stamp. The entire process is secured through blockchain technology, which guarantees the permanence and integrity of the judgements.
- Durable media - Digital Gateways enables establishments to archive materials on a digital durable medium that ensures their immutability and accessibility. Documents are secured using blockchain technology, allowing them to be stored securely in electronic form, while providing easy access on mobile devices.
- Personalised web, mobile apps and registration forms - for its partners, the fintech creates personalised tools tailored to the needs of medical facilities. Web apps, mobile apps and registration forms can support the entire process, from making a referral for an examination, through the entire procedure, to sending a signed certificate to the patient and their employer. With these solutions, processes become more automated and less prone to human error.
These innovative solutions allow for the optimisation and security of the workflow in occupational medicine, responding to the growing needs of digitalisation in the healthcare sector.
