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11 post(s) found
By: / on: 05-16-2012
Even the most information-heavy companies, such as law firms, newspapers and universities are doing it - and they have reason to complain about the workload - but paperless offices seem to be cropping up in every imaginable industry. Once the heavy lifting of document scanning is finished and important documents are properly archived, paperless offices begin reaping the benefits of a life without filing cabinets.
“It’s amazing how much time we used to spend shuffling paper on our desks,” says an associate at a major Los Angeles law firm that recently took the paperless plunge. “Now we are able to securely store important briefs, contracts and court documents so they can be accessed at any computer.” Secure online storage and advances in cloud computing have made the shift away from paper more palatable to traditional law firms, who now find it much easier to move a case through the proper channels. What started out as a way to digitize paper documents and move away from bulging file folders has become a safe way to keep prying eyes away from sensitive documents. According to many satisfied attorneys at large firms, a paperless office gives them the ultimate “excuse” to work from home.
When a small medical practice or retail establishment starts the process of digitizing documents, they may not realize how all-encompassing the task can be. While it isn’t necessary to scan every piece of paper in the office, advancements in document scanning management software have made it easier to imagine. The best example of this can be found in the medical community, where small to mid-size practices are now using electronic medical records to record EKG tests, x-rays and blood test results in digital charts. Instead of writing in a manila folder and filing a patient’s chart behind the front desk, physicians are now walking around with laptops and iPads that hold everything from the patient’s test results to their prescriptions.
The benefits of a paperless office are boundless, and technology has made it possible to manage an office from any computer, but it all starts with professional document scanning.
By: / on: 01-30-2012
New health laws passed by the United States government are requiring that all paper medical records eventually be fully converted into electronic medical records (EMR). While most people support the conversion to emergency medical records, some medical professionals are proposing that is would be beneficial to link each person to a Universal Patient Identifier (UPI) number. The U.S. is investing billions of dollars in this endeavor and some health providers are advocates, while others strongly disagree with the new UPI system.
Health professionals agree that medical record scanning facilitate the process of sharing patient information amongst doctors. Those who support the use of a UPI, say that population growth has created mass confusion in identifying patients with multiple names and other similar personal data. They fear that without a UPI system there could be many cases of mistaken identity and that would pose a great danger to patient health care. In addition, they insist that A UPI would serve a better purpose than a social security number, since it is not connected to other personal information, especially financial information, and therefore it provides patients with more privacy and security. Advocates believe that a UPI system enhances the EMR scanning system because it is the safest and most efficient way to link medical patients to their personal medical data.
By contrast, privacy rights activist groups strongly disagree with the theory that UPI’s are the smartest way to connect people with their health records. They declare that patient medical information is currently being gathered and sold without patient consent for commercial gain purposes, and that a UPI system would intensify this already defunct system. They propose that patients would begin to purposely omit pertinent health information, in an effort to protect their privacy, and this would result in a vast deterioration of health care.
By: / on: 12-05-2011
A challenging economy can cause any employer to ponder over their spending budget with a furrowed brow. On the other hand, when business is flourishing, often we find ourselves too busy to look for ways to improve our business and increase profit. Calculating your return on a business investment is an issue that is often overlooked or put off for a later time. Many different types of businesses are finding themselves “stuck” in a traditional way of managing the paperwork files in their offices. Uncertainty and unwillingness to try a new approach can hinder the company’s productivity and it may be the best time to consider taking the leap into the new technology of document scanning and have paper files converted into electronic documentation.
One hospital in Kansas City was faced with a content management problem and had to act immediately when they were informed that the room that housed their files could not be weighted down anymore or the floor was going to cave. The hospital considered two viable options to solve their imminent problem. They could invest in an offsite storage company, or they could hire an outside company to convert their paper files to electronic medical records. After carefully weighing their options, they chose the latter and were extremely happy with their decision. A senior administrator at the Kansas City hospital went on record to say that the hospital’s transition to EMR is paying for itself, while also providing additional savings.
Overhead costs are substantial today and multiple file cabinets units that are needed to store paperwork are costly and cumbersome. Most businesses, both large and small admit that reclaiming their office space is a high priority. Corporations that have made the transition to electronic files claim that it is an incredibly worthwhile investment that has not only saved them money, but has given their employees a more functional work environment, and that has consequently increased employee morale.
By: / on: 10-04-2011
Having a paperless office offers a business many advantages. Implementing electronic document scanning technology to your business, no matter how small or large is easy, convenient and it will improve the management of your business files. By reducing clutter and increasing space, electronic files can organize your business more efficiently.
When a business is able to respond to customer demand quickly, clients are satisfied and this can significantly increase the productivity of the company and provide a business with a competitive edge in their industry. Prices are affordable, and the return on your investment is well worth the initial cost. For medical offices, law offices, banks, universities, or small businesses, the value of this technology is unsurpassable in a competitive market.
Cost Saving
·Electronic file cabinets reduce the amount of space required that was needed to store paper files
·Reduces number of employees needed to manage paper files
Time Management ·Files that took days to locate can be accessed quickly by a computer leading to more production during work hours
Neatness/Organization
·A clutter free environment is easier to manage and has physiological benefits to employees that are exposed to it
Secure Records
·Electronic documents are secure and less likely to be accessed by unauthorized personnel since they are often encrypted with security codes
Disaster Recovery
·Paper records are easily destroyed over time, by water damage, fire, etc. Electronic records have longevity, however they must be backed up regularly and stored in a safe environment
Easily Transportable and Accessible
·Electronic documents can be transported and accessed by a laptop computer or a portable electronic pad
·Employees are able to share important documents with various team members in the company regardless of location
Environmentally Friendly
·Using less paper products saves trees and produces less trash
A company that establishes a paperless office can operate with more efficiency and professionalism than an office that is drowning in paper files. Electronic document scanning files are quickly becoming the logical way for businesses to operate. Many companies are taking the leap and moving forward with the conversion. By: / on: 07-11-2011
Budget cuts across the country are forcing school districts to meet challenges with cost-saving results. That is why more school districts are making the transition to go “paperless” by investing in “document scanning”. A document scanning services company is responsible for converting all paper records into a digital image filing system. It is a worthwhile investment with a quick return that maintains school records and improves efficiency in the districts. School districts are finding themselves in a situation where their volumes of paperwork are getting much more difficult to organize and maintain. Records are cumbersome and not able to be accessed in a timely manner. Therefore, many school districts are deciding to join the “bandwagon” and begin converting their records to digital files. Some districts have already begun the process of outsourcing their documents to a reputable document scanning company to convert their paper files into electronic digital images.
School districts are responsible for keeping and managing an enormous amount of student and faculty records over a period of years which is mandated by the district. The documents they are required to store range from student records and transcripts, district test scores, SAT and ACT scores, and immunization records. When some high schools are retaining a student body that consists of 3200 students, school personnel are quick to realize that this is becoming a time-consuming burden and that is an inefficient for quickly accessing records.
Schools that have already transitioned to a digital document scanning management system have reported inherent benefits that include:
· Decreased storage costs
· Operational efficiency
· Easy accessibility
· Preservation of records
· Document security
· Rapid investment payback
Storing paper records has many disadvantages. First and foremost, it is costly. Jan Howard, an administrative assistant with the Colorado School District went on record to say that “rooms filled with paper are a fire hazard”. Being able to retrieve digital information in seconds by searching a student’s name or school ID number makes sense and serves the school community better.
By: / on: 06-07-2011
As if the medical community needed more proof that electronic medical records are a necessity, last week’s devastating tornado in Joplin Missouri made that point loud and clear. A recent article from the Daily Mail reported that winds carried debris up to 70 miles away from its place of origin, including medical records and x-rays from a local hospital which were found in Greene County, Missouri.
According to the National Weather Service, the damage caused by this twister made it one of the worst natural disasters in Missouri’s history, and the deadliest tornado to hit the United States since 1953. It’s not every day that a storm packs winds of up to 198 mph and affects the lives of so many people, but as these storms become more common, the medical community is increasingly convinced of the need for electronic health records.
The case for Electronic Health Records (EHRs)
The call for healthcare organizations to scan medical records goes beyond the HIPAA privacy laws, which are certainly a concern when records are strewn over a 70-mile radius; it also speaks to the need for keeping a patient’s x-rays and other test results in a single electronic health record (EHR). When patients are in need of emergency care and their records are inaccessible, doctors could easily put a patient at risk by prescribing the wrong type of treatment or medication.
It shouldn’t take a storm of this magnitude to make medical practitioners think long and hard about medical records scanning. In fact, most major hospitals are already on board with this technology. If the x-rays that were lost in the Joplin tornado had been scanned and saved to the patients’ electronic health records, they would still be accessible from any healthcare facility. When emergency treatment is needed, EHRs provide clinicians with valuable patient information to aid in diagnosis and treatment.
Is your business prepared to keep going in the event of a natural disaster?
Other businesses can learn the same lessons from this tragedy. Any office that had traditionally relied on paper files could suffer irrecoverable damages from an unexpected natural disaster, whether it is a tornado, flood, hurricane or wildfire. Document scanning and web-based digital recordkeeping allows organizations the flexibility to run their day-to-day operations from any computer with Internet access.
Find out how your healthcare organization or business can be prepared for the unexpected by enlisting the help of Scantronix, a nationwide document scanning an e-document storage company.
By: / on: 03-15-2011
This is the year that the federal government has set as the benchmark for all medical facilities to make the transition to electronic health records. In preparation for the next phases of the Healthcare Reform laws, many medical practitioners have already finished the process. But if your office is just starting to look at medical records scanning, it may have paid off to wait.
Solutions for medical record scanning and EHR management software abound. What may have seemed like an insurmountable task a few years ago is much less stressful now. One reason for this is the number of easy to use software programs and inexpensive scanning equipment that is specifically designed for the small medical practice.
Despite the availability of do-it-yourself solutions for doctors’ offices, some physicians have made the decision to outsource. Here are some of the best reasons to outsource your EMR/EHR scanning:
· A small office with only a few full-time employees would require a lot of overtime to successfully transition to electronic medical records · Office employees may find it difficult to learn how to use the new software effectively, which could result in costly errors over time · The process of transitioning to electronic medical record scanning may make it difficult to keep the office organized
Of course there are several reasons why small medical practices decide to do it themselves, one of the biggest ones being the perceived expense of outsourcing. Before making a determination about which way to go, consider the potential costs to the practice of paying employees versus paying a document scanning company. Also consider the costs of organizational downtime and potential errors in using the software.
Even though the cost of hiring a document scanning team may appear more expensive, it will be a lot easier to implement without being a drain on your resources. By: / on: 03-03-2011
As an “institute for higher education”, it is impossible to imagine an admissions office without stacks of paper on every desk, and administrative offices are not far behind on the “paper trail”. But with law offices, dental offices, hospitals and financial services businesses realizing efficiencies by going “paperless”, it seems like higher education is taking a bit longer to make the transition. One reason lag may be the fact that higher education offices are dealing with so many different external parties while also maintaining on-campus activities and all aspects of student life.
Every document scanning project has to start somewhere though, and even an organization as complex as a university can find a way to eliminate mounds of unnecessary paperwork. In a college environment, there are necessary evils, some of which may never be entirely eliminated. These include financial aid forms, tuition bills, transcripts, contracts and order forms. But with so many schools cutting their operating budgets, a document management program can save a university time, money and resources.
For example, just the ability to implement an online tuition payment system will cut down on printing, postage and administrative time. Sending out class schedules online and having students print them at home is another savings. Even the application process has been digitized, and many schools have stopped accepting paper forms.
With so many elements of a school’s administration going digital, it is important to have a back-end system in place to ensure the documents are accessible yet secure. For example, a student’s personal records would have a different security level than their class schedule and syllabi. In the admissions office, their transcript may be viewed by more administrators than their financial aid application, and so on. Implementing a full-scale document scanning management system for higher education institutions may seem like an arduous task, but the end result will be a much leaner and more efficient operation for school administrators, faculty and students.
By: / on: 10-08-2010
Moving forward with electronic document management (EDM) for your business can be complicated. It may even seem like an endless project. But once the transition is complete, having a fully automated office is well worth the time it takes to get there. Making the document scanning transition can have a dramatic and positive impact on the overall health of your business. Ultimately, most fiscally responsible business managers will want to analyze the project to determine the “total cost of ownership” (TCO).
How does one measure the TCO for automating business processes? From the initial document scanning process through the implementation of your EDM system, financial analysts will be evaluating the costs and benefits of making such a dramatic change to the way your company does business.
Here are some elements that may be included in this analysis:
By: / on: 06-11-2010
With so many document scanning programs now on the market, it may seem relatively simple to “go paperless” in a traditional paper office. But if your office happens to be a law firm or healthcare facility, then document scanning and indexing will be a major undertaking.
As more companies start to use document scanning software on their own; they are finding it to be a huge drain on resources and complicated set-up for untrained office staff.
Here are three reasons why you should consider a professional document scanning service instead:
Less Expensive. Practically every law firm or medical practice will approach the “paperless” project by purchasing a document scanner. However these machines can generally scan only scan 1,000 pages per day. Purchasing a high volume scanner will be a lot more expensive, and the people in charge of the project must be paid to pull staples, archive documents, index the scanned documents and run the scanner. A professional document scanning company will base their price on a lower price-per-page which means the total price will be based on the number of converted documents instead of the hours spent on the project.
Faster turnaround. Since document scanning is relatively new, it is difficult for companies to gauge the amount of time it should take employees to finish the operation. Instead of letting the project drag on forever, a document scanning service will responsibly deliver results in a pre-determined timeframe. Since they are not paid by the hour, the job will be completed as quickly as possible and it will be done right.
Better Quality. Outsourced document scanning means that a team of experienced professionals will personally manage the project. They will ensure that the image quality and accuracy of data are given the utmost attention.
Businesses should think twice before investing a lot of time, resources and energy in a document scanning project. A team of professionals will make the job a lot more cost-effective and quick.
By: / on: 06-03-2010
While still in the early phases of implementation, healthcare reform is making waves throughout the medical community. Instead of being some distant, futuristic concept, many predicted advances in information technology will now come to pass. Patients, doctors, hospital staff and insurance providers will soon share in a learning process about electronic medical records (EMR scanning), an eagerly awaited IT development. Thanks to advances in document scanning technology, secure web-based technology and mobile Internet access, it will soon be possible to access information about healthcare based on an individual’s unique health history. Imagine shopping for health insurance, finding out about eligibility, and measuring the quality of service using “smart access” that is based on your own electronic health information. Because medical data will soon be recorded much like a personal credit report, it will be possible to learn about health plan access in a way that is designed specifically for your needs. EHRs are often comprised of digital records that got their start as paper charts, x-ray films and blood tests from various healthcare providers, but were integrated into one cohesive record for an individual. While this may seem a bit invasive for patients, remember, it is also designed to make healthcare providers accountable. For example, how could one gather honest statistics about the quality of care available through a particular hospital or doctor if it were not being monitored using real patient data? Rather than only the patient being judged by insurance providers based on health records, the insurance companies and providers will also be judged by the patients. Medical document scanning, EHRs, data mining and statistical analysis will make it possible for patients to review quality-measure reporting before deciding on a specialist or surgeon. In addition to accessible online records, healthcare reform experts the future release of a “smart card” to manage a patient’s health records and insurance. This would cut back on repetitive paperwork and the human error associated with transcribing paperwork.
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