Healthy Tech: 4 Benefits of Using Mobile Forms in Health Inspections
Even in this age of advanced technology, a significant amount of health and safety professionals still use and rely on paper documentation for data collection, storage, and reporting. This can instigate problems when it comes to health and safety compliance as reports can be lost and not filed in a timely manner.
To remedy these problems, the use of mobile forms is on the rise in the health and safety realm and have yielded many benefits when completing inspections. Below are some of these benefits and reasons why you should make the shift from paper documents to mobile forms if yours is a company that has not taken this step yet.
1. Increased accuracy
The use of paper forms in the health and safety sector is highly prone to inaccuracy resulting from human errors such as incomplete fields and illegible handwriting. This means that data captured during the inspection process can be incomplete and inaccurate, leading to problematic solutions that could potentially end up endangering lives. Mobile forms on the other hand effectively capture accurate data. For example, consider the sequence of steps that a mobile application typically entails.
By following such a sequence, all mandatory questions must be answered and information can never be lost because it is automatically updated and synchronized with a centralized server or database. Mobile forms ensure that every piece of required information is captured as one cannot move on to the next step or submit without completing all pertinent details.
A mobile form is very portable as it can be stored in a small device such as a phone or a tablet. While the devices used are admittedly slight, it is mighty because it carries all the tools required for a thorough, effective inspection process. Traditional the inspector would be expected to carry a pen, clipboard, voice recorder, and a camera at the very least.
With the use of a smart phone or tablet, one can complete the inspection right from the device and in addition have the ability to take notes, record interviews and personal notes, and snap pictures with extreme ease. This makes the whole inspection process more convenient and saves time.
3. Easier updates
Imagine a scenario whereby the health and safety regulations have changed, or some aspects need to change and your materials are still in paper format form. This would necessitate updating all documentation so they include the new information, printing out copies, and then distribute them to all health and safety officers. Because regulations change regularly, this process could repeat itself a number of times in a year and waste a lot of time and money.
With a mobile form, this process can be largely avoided. Any changes required are usually made at the server side and are automatically reflected in the documents on all the devices in the field as long as they are connected to the server. As a result, every health and safety officer stays up to date with little effort at all.
4. Saves time
With the pen and paper format, the inspection process can take noticeably longer. This is because the health and safety inspector needs to complete the inspection, take notes as he or she goes, and then generate a final report. With mobile forms, the whole process can be completed so much easier. The form is able to take in data, process it, and generate a report almost immediately based on information entered.
Once a report has been generated it can be uploaded to a central database, allowing for deadlines to be easily met and because the report is immediately available to be viewed, corrective action can be put into place if necessary, mitigating any risks that could arise because of delays.