Need an Easy Way to Manage Healthcare Employee Files?
Go digital and keep staff records secure, organized, and accessible anywhere.
Need an Easy Way to Manage Healthcare Employee Files?
Streamline healthcare HR with DynaFile: Your All-in-One File Management Solution.
Managing staff files in hospitals, clinics, and healthcare systems requires strict adherence to HIPAA and other relevant healthcare regulations. DynaFile makes it simple. Our secure cloud-based system consolidates paper documents, electronic files, emails, and onboarding materials into a single digital folder for each employee.
With segmented access rules, HR teams, payroll staff, and compliance officers only see the documents relevant to their role. No more juggling multiple folders or exposing sensitive PHI to the wrong team member.
DynaFile also simplifies audit preparation with custom compliance reports that keep files up-to-date and audit-ready at all times. When an audit arises, provide secure, limited access to precisely what is needed; no on-site visits are required.
Want to see it in action?
Instant File Retrieval
Securely access employee information from anywhere, at any time.
Need a nurse’s license, a physician’s immunization record, or a staff performance review? DynaFile’s Index Search retrieves employee files in seconds. Filtered searches let you drill down by file type, location, department, or date range.
For example, instantly pull all expiring certifications for RNs in the Emergency Department at your main hospital. With DynaFile, your team saves hours each week while staying compliant.
Segmented Access Rules
Control access to PHI and other sensitive documents with precision.
In healthcare HR, compliance requires strict control over who can access certain records. DynaFile allows you to set role-based access rules by department, job status, location, or document type.
- Payroll staff can view payroll records only
- HR managers can review performance evaluations
- Compliance officers can access credentialing documents and license verifications
PHI and sensitive records remain protected while providing teams with the visibility they need to perform their jobs effectively.
Securely Share Files with Staff & Auditors
Share only what is needed, securely and efficiently.
Instead of printing files for auditors or emailing sensitive attachments, DynaFile uses encrypted document links. Admins decide which documents to share, and each link can be set with an expiration date.
Auditors, attorneys, or staff members can securely view requested files without ever gaining access to the broader system. Granular access permissions enable faster, safer, and less disruptive audits.
HR File Audit Tools
Always be audit-ready.
Healthcare HR teams face constant audit pressure, from internal reviews to state and federal inspections. DynaFile’s custom audit reports automatically verify that staff folders contain all required documentation, from immunizations and licenses to I-9s and policy acknowledgments.
Reports can be generated by admins on demand or scheduled to run automatically, giving your team confidence that files are always complete and compliant.
Add Files from Anywhere
Easily add documents, regardless of their format.
- Drag and drop electronic files directly into employee folders
- Publish forms and acknowledgments automatically from DocuSign, Adobe Sign, or iCIMS
- Use Batch Processing to scan a stack of paperwork for multiple employees and split it digitally
- Leverage Barcode Recognition to convert legacy backfiles quickly and accurately
Regardless of the format, all staff files are secure, organized, and easily accessible in DynaFile.
Easy and Intuitive
What we’ve loved about DynaFile is how easy and intuitive it is to use. We refer to it as our ‘digital filing cabinet’ because it’s simple to get things into and has as many features as we want to sort, organize, and pull out what we’ve stored in the system. It feels so seamless to get things into and out of the system. There is no longer a need for piles of paper on the desk taunting you that it needs to be scanned and organized.
– Chris Livesay, Chief Human Resources Officer, MorningStar Senior Living
Robust Features
Powerful filing solutions tailored for your department and industry.
Scanning Automation
Scanning automation tools enable you to quickly and easily transition an entire department to a paperless system.
Cloud Collaboration
Cloud collaboration features enable your team to conduct business more efficiently from multiple office locations.
Cloud Storage
Bank-grade online file storage enables you to access and manage your documents securely from anywhere, at any time.
Healthcare filing management FAQs?
Here are answers to some of the most common questions about healthcare filing management:
Q: Is DynaFile compliant with HIPAA and other healthcare regulations?
A: Yes. DynaFile includes encryption, role-based access, and audit trails to ensure all staff files, including PHI, remain fully compliant.
Q: Can I track expiring licenses and certifications for medical staff?
A: Yes. DynaFile enables you to flag and monitor expiring documents, ensuring your team stays ahead of compliance deadlines.
Q: How does DynaFile make audits easier for healthcare organizations?
A: Audit-ready reports automatically verify file completeness, and encrypted sharing links enable auditors to securely review requested documents without requiring system-wide access.
Q: Can we manage both paper and digital files?
A: Yes. DynaFile is a hybrid solution that enables easy scanning of paper records and management of electronic files within the same system.
Q: How quickly can DynaFile be implemented in a healthcare setting?
A: Most healthcare organizations can be fully operational in as little as 30 days, depending on the volume of records and the complexity of required integrations.
Meet Your Forever Healthcare Filing System
Unlock the Power of Digital HR Document Management.
Unlock the Power of Digital HR Document Management.
From hiring to retention, DynaFile delivers a complete, HIPAA-compliant solution to manage healthcare employee records. Consolidate your filing system, enhance compliance, and streamline audits, all in the cloud.
