Doctor’s offices, medical practices, long-term healthcare facilities, hospitals, and other healthcare organizations spend a lot of time, effort, and resources managing paper medical files for their patients. The result of manually handling paper documents is wasted time, filing cabinets and shelves taking up valuable floor space, and the risk of misfiling or losing documents that contain sensitive patient information.
A more efficient solution to working with paper-based medical records is to scan them into a digital format that can be stored in your electronic medical record system (EMR) or electronic health record system (EHR) for more efficient and secure storage and retrieval.
Benefits of Digitizing Medical Records with EMR Scanning
Ash Conversions International’s medical records scanning solution improves the efficiency of healthcare offices and facilities with fast document scanning, enhanced data accuracy technology, and secure cloud storage.
Also, with ACI document scanning, you’ll always be compliant with PIPEDA and PHIPA Privacy Rules and CHIMA standards as they relate to electronic medical and health records.
Here are some of the tangible benefits of scanning paper records into a digital file stored in your EMR or EHR system:
- Fast, easy access to each patient record
- 100% data entry accuracy
- Ironclad cloud storage with backup for disaster recovery
- Document images are accessible 24/7 from any remote location with secure login
- Same-day data access to critical ER, in-patient, and surgery records
- User-friendly retrieval with robust search functionality
- Risk mitigation of lost or misplaced paper-based medical records
- Seamless sharing of data between healthcare facilities and other medical professionals
- Staff can spend time on more impactful healthcare, administrative, or clinical tasks than filing or retrieving documents
- Time saved from not having to photocopy, fax, or deliver paper documents
- Eliminates the need for filing cabinets, freeing up valuable office space
You also benefit from ACI’s expertise in handling sensitive documents with utmost professionalism and discretion, along with the customer service experience you deserve.
How ACI’s Medical Record Scanning Services Work
Few organizations process more paper documents daily than doctor’s offices, clinics, labs, radiology facilities, hospitals, and other healthcare facilities. The sheer volume of paper files makes daily medical records scanning a time-consuming process – never mind if you’re attempting to scan several years’ worth of documents. The task requires exceptional organizational skills in an environment where data accuracy is non-negotiable.
ACI makes the entire document scanning process easy by doing all the work for you with minimal disruption to your daily workflow and routines.
Here’s how our scanning process works:
- Paper-based medical records (files) are picked up from your location daily, weekly, or at an interval convenient to you
- Documents are brought to our secure facility for imaging into electronic format using our scanning technology
- Optical character recognition (OCR) technology accurately captures patient information, with human quality control verification of all data
- Document images are made available for entry into your EMR or EHR system
- Data points are immediately retrievable using user-defined rules
- Paper-based medical records are either returned to your location, held in a storage facility, or shredded, whichever you prefer
Each electronic record is stored in FileManager™, our secure, cloud-based document management platform that enables real-time remote visibility into your EMR or EHR system.
Patient Files Information That Should Be Captured in the EMR Scan
ACI’s medical document scanning automatically picks up critical information you need to manage your patients’ care plan efficiently. Patient data that are captured by our scanning technology include:
- Personal data, including name, address, birth date, and more
- Government-issued healthcare number
- Medical history
- Diagnoses
- Vital signs
- Allergies
- Current medications and doses
- Lab and test results
- X-ray and ultrasound images
- Immunization dates
- Progress notes
- Administrative information
- Billing records
All of this information will be available at your fingertips to help you manage your patients more efficiently. They can also be quickly shared with specialists, labs, imaging facilities, emergency rooms, pharmacies, and more, so all healthcare specialists involved with your patient’s care are provided with updated information.
This accessibility is especially crucial if the patient can’t answer a question about their medical history, helping to mitigate the risk of misdiagnosis.
How Medical Records Scanning Helps in the Emergency Room: A Case Study
ACI’s medical files scanning solution helped a multi-site Ontario Community Hospital’s Emergency Department migrate their paper documents into digital form. This facility sees over 50,000 visits every year, resulting in a high volume of paper handling by ER healthcare professionals.
Our goal was to improve the availability of previous ER records and have current charts available in real-time to enable faster, more efficient patient care and clinical tasks. The results of our solution were impressive – and yielded several unexpected benefits that supported the emergency department’s everyday duties and enhanced their department’s cost-effectiveness.
Read the case study to learn more!
Get Started with Scanning of Medical Records with ACI
For over 40 years, ACI has specialized in providing reliable, cost-effective document management services. Our goal is to help our clients increase cost savings, boost efficiency, and streamline operations so you can focus on delivering exceptional patient care.
Contact us today to learn more about how ACI’s medical records imaging services can help transform your medical office, healthcare organization, or clinical practice today!
