Document doctors: expert handling for medical record scanning

Just like the industry, medical and healthcare record scanning requires precision care. Important evaluations and results such as X-rays, test reports and even handwritten notes need specific resolution adjustments to accurately capture the data. You could say, medical scanning is a delicate operation and therefore, best left to a qualified professional. Why? An accredited digitisation expert can create a legally compliant custom scanning solution for your clinic or hospital, no matter how far back your records extend. Better yet, the data and images can be indexed and automatically migrated into your existing EMRS for same day accessibility.

1. Instant File Access

Access complete patient histories with a click, no matter how old your records are. Scanning and digitising medical files to be indexed to an EMRS means patient information can be accessed immediately on multiple devices. Patient details can be searched using a range of values to make file location easy and instantaneous. Quicker access to manually stored patient files enables critical historical details to be referenced immediately. The importance of being able to access and share patient history in an urgent situation cannot be underestimated.

2. Lower Admin Costs

All healthcare providers rely on an accurate and effective administration system to keep systems running and patients processed. Having to manually locate patient information is a time-consuming task. Outsourcing your medical file digitisation will also save you time and money in the long run. If you allocate a staff member to scan and transfer the files, the task will be an ineffective use of that employee’s time. It isn’t just because that staff member will have to put aside their regular duties, but because the transfer will take longer than necessary when compared to a professional services provider. Digitisation experts not only scan documents in a short time frame without loss of quality, but ensure e-health compliance for digitising health records to state and national standards. Automatically classifying documents and capturing patient details reduces the cost per record to upload into your system.

3. Access Records Remotely

Given the increase in demand for hybrid working capability and the necessity for teleconferences, digitisation guarantees access to all medical information without needing to be on site. Remote access with user-controlled permissions through ERMS means files can be read and amended on multiple devices safely and securely. Your professional healthcare digitisation specialist can collect documents and medical records for scanning and offer overnight processing and ‘rush-pull’ scanning to ensure your patient files are always at hand. The records can be integrated into your practice and management software.

4. Free Up Storage Space

Whether stored onsite or at a storage facility, paper-based medical files and x-rays can take up considerable amounts of floor space – especially if the clinic or hospital has been operating for a number of decades. There are legal requirements around the minimum storage time and the guaranteed security of those documents. Professional digitisation can help you transfer and store your documents electronically while maintaining e-health compliance. The newly freed up storage space can be used to facilitate new treatment areas, accommodate extra staff, leased to affiliate practitioners or house new equipment. As for the old files, speak to your digitisation provider about secure document destruction as part of your digitisation package.

5. Improve Your Flow of Information

Once your complete database has been digitised, patient information can be instantly located and shared with health professionals including doctors as well as interested parties such as insurers. Paper-based medical records and X-rays are bulky and can take time to send either via post or courier. In some cases, the information may be required urgently and the last thing you want is critical medical information sitting in traffic. Plus, there is always a risk of losing or damaging files that are handled manually. Digitisation ensures a constant and accurate flow of information between administration officers and practitioners, as well as the reliability of digital back-up in the case of accidental deletion or software malfunctions.

Want to Know More?

Having worked with major hospitals, clinics and private practices, Micro Image is a leader in e-health compliance for digitising health records to state and national standards. To find out more, contact us or call us on 03 9427 7958.