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Document Imaging and Management in the Medical Practice

Converting your medical records to electronic format has numerous benefits among these:

  • Reduction in space utilized to store and manage files
  • Reduction or elimination of the cost to handle paper based records
  • Imaged Records can be maintained on multiple servers reducing the risk of loss due to naturally occurring or man made disasters.
  • Provisions for intrinsic disaster relief strategies
  • Accessibility of files becomes a matter of point and click
  • Elimination of the misplacement of paper records
  • Provision of ease of access to patient files at the point of care

HIPAA regulations require that all paper and/or electronic medical records are kept private and secure at all times. Digital scanning, EMR Records Management and proper electronic storage are key elements to complying with HIPAA regulations.

Goals in Assessing Practice Requirements

Transitioning traditional and effective methods of record origination, amendment and maintenance is the first goal in building a cost effective and efficient plan. It is essential to define the productivity impact of:

  • Searching for, Retrieving and Returning proper and relevant documents
  • Reviewing, Researching, Indexing & Filing Documents
  • Searching for Lost or Misplaced Documents
  • Auditing authorized or potential unauthorized use or viewing of records
  • Time spent copy and duplicating records for collaboration, justifying charges for cost of treatment to the patient, or response to legal demands

Further, in order to devise the most effective strategy for the practice in maintaining efficiency and compliance it is essential to uncover and understand the potential hidden costs of:

  • Maintaining Duplicate Copies of Documents
  • Potential Productive Space Taken by File Systems or Cabinets
  • Maintaining potentially irrelevant, inactive or active files at Off-Site Facilities
  • Yearly expenses associated with maintaining Paper Based Records and Filing Systems
  • Building the Business Case: Analysis of The Return-On-Investment

Labor intensive and inefficient document management strategies and methods can create undesirable challenges that the vibrant medical practice may encounter on a daily basis.
Within the daily delivery of services and the execution of the business process it is probable that office staff and care givers may:

  • Spend excessive amounts of time looking for and retrieving documents
  • Have to routinely retrieve, produce and copy certain documents
  • Have run out of on-site and effective storage or filing space
  • Notice deficiencies in customer service owing to inefficiency in records keeping
  • Engender excessive expenses in maintaining a paper based filing system
  • Have no plan for an effective recovery from disaster to the paper based records
  • Realize ineffective or inefficient use of existing hardware and/or software resources and investments.

The Enterprise, especially the Medical Practice, depends on accurate, relevant and timely delivery of information to remain efficient, effective and competitive. An ROI Analysis and assembly of the Business Case will serve to pinpoint inefficiencies and provide methods and processes for more effective resource allocation within the practice in an expository manner.

Benefits of the Analysis:

Realize enhancements and improvements in:

  • Efficient Record Search, Review and Retrieval
  • Document security and HIPPA compliance
  • Refining Business Workflow Process
  • Utilization of existing technology assets and emerging methods
  • Timely delivery of records and effective dissemination of information to authorized third parties

We are in a position to develop this analysis and provide strategies to improve these crucial processes and deliveries of service


The scanning of practice medical records will provide many benefits. Immediate return on investment is routinely realized simply by reducing and/or eliminating the following expenses associated with the paper based system:

  • The cost of labor associated with the retrieval and re-filing of files which are incurred each time a file is accessed whether on-site or off-site
  • Monthly fees associated with offsite storage
  • Return of productive office space in maintaining the paper based system or reduction of the space required to effectively manage the practice.
  • Cost in time and money in copying records for distribution or review. Photocopy providers charge by the copy for supplies and maintenance. While electronic records can be chosen by batch for electronic access or bulk printing incurring no employee expense of time and money standing at photocopiers.
  • Reduction or the elimination of supplies for file storage and maintenance.
  • Elimination of potential Worker’s Compensation claims for possible injury of office staff in lifting and moving multiple files or boxes for review or duplication.
  • Elimination of the risk of loss due to mishandling of files or the exposure of the filing system to disaster.
  • Dual utilization of the Image Management System to organize and preserve the business records of the practice to improve record keeping, audit of the business process and compliance with state and federal regulations for record keeping and compliance documentation.

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