You may ask yourself; do I need medical records scanning software? The answer is not so simple. The first thing to do is to access your scanning needs. The needs assessment establishes requirements and objectives such as the number of pages, the completion date, and the integration requirements with your current document management system or EMR software. The project schedule is an important factor in your decision. A project with a short schedule will require production scanning software that is capable of recognizing barcodes to automated document creation. Most EMR software have built-in scan to EMR modules. The downside is that that scanning to EMR is slow. But, if you are not on a tight schedule, it will not have an impact. The hardware compatibility is another key point. You should check with your EMR vendor to establish which document scanners are compatible with the system. Finally, does your EMR software have a batch import module? A batch important module allows greater flexibility in choosing a scanning application. Otherwise, you will need to scan directly into the EMR. Medical records scanning companies are service bureaus that provide business process outsourcing and technical expertise. Many healthcare organizations outsource the requirements as they do not have the extra staff available.
Packing the paper files is the usual start for medical record scanning. The charts should be packed into strong boxes that have space on the outside to number and describe each box. This is important should you need to find a chart before it is scanned. As the boxes are filled, an inventory sheet should be filled out listing each chart that is included in the box. The inventory list should be copied with one copy remaining in the box and the other copy being held by an administrator. This is important for both #hipaa compliance and quality control once the project is completed. Another consideration is the quality of the boxes. Cheaper boxes may not be designed for the weight or handling which will cause them to fall apart. In case, the organization plans to store the boxes, it will be necessary to get new boxes and repack them. This is why it is better to use better quality boxes. The last important steps are image quality control and verification that each chart has been correctly scanned. The process may also include additional steps such as document preparation including staple removal, PDF file conversion and data entry. Each of these steps may be performed by a different person. This is why is it important to have detailed process to make sure that each step has been completed.