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showing 1 - 15 of 105 post(s)
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: 04-04-2012
The legal industry is constantly challenged with maintaining vast amounts of paper records and files. The amount of paperwork that is attributed to each case can be mind-boggling. Computer technology is changing and improving the way that many professions conduct their businesses, and the legal industry is no exception. To keep up with the pace of a technologically driven era, many law firms are hiring document scanning companies to manage and organize their documents electronically, so that they may be more competitive and functional in an increasingly digital world.
Document scanning companies can offer a variety of services that make transitioning from a paper office to a digital one, both easy and affordable. Accuracy, accessibility and security are always a prime concern for law firms. A professional document scanning company can implement an electronic record keeping system that can provide all of these desired business features, at a reasonable cost.
Law firms that have transitioned to electronic documents (ED) insist that the new system has helped to reduce business expenses, eliminate storage problems, improve efficiency, and significantly enhance collaboration amongst associates. Creating an electronic records network can benefit firms that are operating out of several different offices or operating in a larger building with several different floors.
Gathering the necessary information to prepare for a single case was a task that previously took days and required a team of law associates to sort through boxes of paper files. Electronic files through document scanning are retrieved in a much more time-efficient manner than paper records, which saves time and money. Digital records are categorized and found in a single electronic database catalogue, so that all authorized legal associates are able to access any needed documents, at any time, without worrying about misplaced files or having to rely on photocopies or expensive courier services.
By: / on: 03-21-2012
Document scanning is the process of electronically scanning paper documents to convert them into digital files. Digital files are then saved and stored on a computer or a on a compact disc. Converting office documents to electronic files is becoming more desirable for many businesses, including the health care industry, because of the many benefits that it offers. Document scanning helps businesses manage their increasing paper problems.
No Need to Purchase Expensive Equipment
Many business owners agree that electronic files enhance a company in regard to organization and efficiency. However, many of them are under the false impression that it is more cost-effective for them to purchase inexpensive scanning equipment and have their employees perform the document scanning duties. While initially, this may seem like the most affordable option, research has shown that it is actually more expensive in the long-term. Inexpensive desktop scanners, the type of scanners that are usually purchased by businesses, are only capable of scanning limited amounts of documents per day. A company that needs to process a large volume of documents would need to purchase a high-end document scanner, which would cost in the area of twenty-thousand dollars.
Making the Transition Faster Saves Time and Money
In addition to purchasing the scanner, document scanning is a time-consuming task. It is more cost effective to outsource this type of work to a professional document scanning company for a flat fee, than to have employees perform waste their working hours scanning documents, in addition to their other everyday responsibilities. Professional document scanning companies typically charge a low per image price, and do not charge you for the amount of time needed to complete the job.
Guarantee of a Job Well Done
Hiring a reputable document scanning company reassures you that a team of professionals is handling the workload and it will be done efficiently and accurately. When you outsource your document scanning needs, you can be confident that the job is being done well, without sacrificing quality. The scanned images are of high-resolution and if you should be dissatisfied for any reason, or require any adjustments; your vendor is there to assist you with all of your needs.
By: / on: 03-05-2012
In an effort to upgrade the present health care system, the Obama Administration has proposed an economic stimulus bill that is funded by a 1.2 billion dollar grant to help the United States implement a nationwide electronic medical records (EMR) health program. These grants will financially assist physicians with the expense of making this transition from paper records to electronic records smoother. Proponents of the bill declare that the implementation of an electronic medical record system will upgrade the current system, creating more efficiency, and saving costs in the long-term. In terms of saving money, some experts have estimated that once fully implemented, an electronic medical records program can save the U.S. health industry in the area of eighty billion dollars annually.
In addition to saving money, another goal of this bill is to reduce errors in patient care and reduce time that is wasted gathering patient data and records. When physicians and health care workers were questioned about their faith in the program, they agreed that an document scanning system would be a valuable time-saving strategy. Patients typically visit several different doctors and having access to all of a patient’s medical history available instantaneously, would eliminate the time that is presently wasted gathering personal medical data from various offices. However, many of them questioned how much human errors would decrease; due largely to the fact that there is always a possibility that information could be put into the system incorrectly.
Implementing a document scanning system in the United States has also raised concerns about the privacy of individuals. The stimulus bill does have provisions that are geared to protect patient privacy. However, defining privacy is going to be a challenge. If electronic medical data is shared through a public database, it could be available to all medical professionals without any limitations. Some privacy advocate groups support a system that allows patients to control what information a particular physician can see. They argue that it is not necessary for a dermatologist to know if a woman has had an abortion. However, the majority of health workers agree that in an emergency room situation, it is important for doctors to have a full history of the patient, so that the best treatment can be provided.
By: / on: 02-21-2012
It is hard to deny that electronic medical records (EMR) can offer hospitals and other health providing facilities a better way to provide patients with health care. Concise, organized medical records can only improve the process of any type of medical treatment being provided. Hospitals and medical treatment facilities are in the process of converting their paper charts to electronic medical records (EMR). While EMR scanning can be a time consuming practice and the initial investment may appear to be costly, advocates of EMR propose that the system will eventually result in greater cost savings and produce a more efficient health care system.
Most health care workers know that there are many hassles in dealing with paper charts. Hand-written charts are often difficult to read and paper files can be cumbersome and hard to manage with any degree of efficiency. Also, paper charts are not a cost-effective method, because they require a great deal of available storage space. Electronic medical records that are stored in computer data bases reduce storage costs and repetitive office supply costs. In addition to consuming a great deal of office space, paper files, which are typically handled by various people, are not the most sanitary record keeping system and sanitary concerns should always be a concern in any health care environment. Furthermore, it is not uncommon for paper files to be misplaced because they are constantly being transferred from person to person.
Probably the most advantageous aspect of EMR scanning is that health care teams have greater access to medical records, which gives them a greater ability to coordinate patient care. Doctors within the same institution, or at various locations, can easily share patient information. This convenience saves valuable time because it eliminates the need for phone calls, emails, and faxes between physicians and staff. EMR technology is safer for patients and reduces physician liability because it can avoid unnecessary duplication testing and prevent any medication conflicts.
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: 01-04-2012
According to the amount of legal cases that the American Bar Association claims are being filed each year, it is no surprise that the legal profession is up to its knees in paperwork. Most law firms are discovering that it is a struggle to keep up with the pace of this current litigation explosion and are scurrying just to keep up with their daily work-related responsibilities. Manually searching through file cabinets or boxes, to prepare for a deposition is not time efficient, and in the legal profession, time is money.
Office rental space can cost in the vicinity of one-hundred dollars or higher per square foot. Smaller firms inevitably run out of space. Larger law firms might be located in a more spacious environment, however with larger client bases, storage issues are still problematic. One alternative that law firms have used in the past is to store their overflow of legal files at offsite storage facilities. One mid-size firm estimated that they spent as much as $350,000 annually for document storage alone. The problem with this type of storage solution system is that the costs are always rising and it does not provide any long-term solutions.
Document imaging or document scanning can save a company or firm substantial amount of money in overhead, staffing, management, and retrieval costs. Storing records electronically, not only maximizes the speed and efficiency as to the way a business operates, it also can help firms to:
· easily search for client files from your desk
· reduce the time and costs of making photocopies
· reduce or eliminate the amount of documents that are misplaced
· eliminate the need for off-site storage facilities
· easily share documents with other staff members
By hiring a document scanning company, law firms can effortlessly convert all of their documents to PDF files. Electronic filing technology is a great resource that enables any legal corporation to create, work with, and maintain all the necessary documents needed to conduct their legal business affairs. Saving time and cutting costs will essentially benefit business, and the efficiency that it creates in your workplace cannot be underestimated.
By: / on: 12-16-2011
Today, more and more high school seniors are choosing to attend college in search of better paying jobs in a struggling economic environment and college application rates are at an all time high. For this reason, higher-education establishments are finding themselves in a situation where they are dealing with the challenges of storing massive amounts of paper documentation every academic year.
While increasing space and finances are important issues, another important factor is the preserving of school records. Commonly, many school establishments use basements to store their records. Based on random survey responses and insurance claims, research has shown that materials that are stored in a basement are frequently at risk of suffering from weather related damages, such as flooding. Furthermore, the historic buildings, that are so commonly prevalent on many college campuses, were not constructed in proper accordance to make them suitable buildings for bulky and overweight record storage.
Virginia Commonwealth University and Metropolitan Community College are two higher-learning facilities that have made the digital transition and are extremely satisfied with the results. Spokespersons from both schools admitted that they could justify the investment financially and also in regard to daily employee working conditions. By eliminating file cabinet storage, both institutions were able to create new working space for additional employees, which was an additional advantage that they had not previously anticipated. In addition, administrative staff, at both schools recognized that their office space was not as cluttered which made everything more manageable and the employees less frustrated in terms of completing both simple tasks and more complicated tasks.
With space being an issue, combined with the fact that the financial means are often not available in the budget to build newer buildings on the campuses, schools need to explore better solutions that will suit all of their storage needs for years to come. Document scanning gives schools and other establishments the ability to convert their paper document into electronic files, which makes storage and accessibility much more convenient. Document scanning that is outsourced to a reputable company is a cost-effective solution for all your digital record needs.
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: 11-22-2011
The new trend of medical facilities converting their patient personal health records (PHR) to electronic files has been a slow, but steady process. Paper records, such as patient charts are becoming the dinosaurs of record keeping. Anyone that works in the medical field can attest to the fact that paper patient charts are inconvenient in a variety of ways:
· they are easily misplaced or lost
· they are not always easily located when needed
· they are not easily shared in-house and between medical
establishments
· patient care and tests can easily be duplicated for no reason
compromising patient safety
· they are easily damaged
· they can be unsanitary (can be bloodstained, etc)
· hand-written information is often illegible
Whether a medical establishment uses a paper system or a paperless system for managing their record keeping needs, how the staff utilizes that system can be the difference between an effective system and an ineffective one. By outsourcing the electronic medical records (EMR) transition to a trusted, experienced and reputable company who is experienced at handling all of your document scanning needs is the most resourceful way any business can approach this transition and improve quality care.
Implementing an electronic health record document scanning system is more than just a neat and convenient way of conducting business; it is actually safer for both health care workers and patients. For medical workers, records that are not accurate can cause errors in treatment and can lead to unprofessional liability. For instance, when health records are not clear, and cannot be easily shared between health professionals there is a good chance that health tests can be unnecessarily repeated. Repeated tests can pose a variety of health risks for patients, liability for physicians, and it also escalates health care costs and insurance premiums.
By: / on: 11-01-2011
Making the switch to a document scanning system is a commitment that is worth the effort in the practice of law. Digital technology is becoming the norm in most businesses practices, and to resist moving forward can only impair the way your company functions. Paper files are becoming a way of the past and studies have established that using them wastes productive company time and resources. There are many risks associated with paper systems that digital files reduce or eliminate.
It is common knowledge that the legal profession is highly stressful and extremely competitive. The most important reason for a law firm to convert to a digital filing system is because the practice would be more successful in a competitive market. Compared to an office that still relies on paper, an electronic office can access files and client information much more quickly. There is not enough time in the day to search for files that you need immediately. Document scanning allows you to pull of client files within seconds without having an associate readily available to deliver your paperwork. In fact, you don’t even need to be in the office to access the information you need and the days of carrying huge stacks of paperwork home or into a court room would be obsolete. By digitally scanning client files, more than one legal associate can work on a case simultaneously and you will always have access to files whenever you need them.
Another reason electronic digital filing systems are an asset to a legal practice is security. With proper backing-up procedures, electronic records are more secure than paper files. Paper files can easily get misplaced, lost and damaged. Electronic records can provide a law practice with peace of mind knowing that their files are safe from unauthorized access and from unexpected sources of damage.
By: / on: 10-18-2011
In 2009, The Obama Administration suggested launching a healthcare program in the United States that would implement electronic medical records (EMR) over the next several years, which would consequently make the healthcare system run more efficiently while lowering the cost of health care in the country. Implementing electronic medical records would involve start up costs, however once the system is in place, the costs to maintain the system would not be burdensome and would create jobs in the industry.
The American Association for Homes and Services for the Aging, also known as AAHSA, conducted a study to calculate how many nursing homes were currently using an electronic system to monitor their patients and how the EMR system could benefit nursing home staff and patients. They determined that approximately half of U.S. nursing homes were already using electronic technology methods to keep patient records, fill medication orders, and to manage their laboratory information.
The study supported evidence that nursing homes, both small and large can reap large benefits from an EMR document scanning system. Since nursing homes provide more long-term care than hospitals, their record keeping per patient is much more extensive. Furthermore, nursing home residents are often hospitalized for illnesses and injuries and with an EMR system, sharing medical information between health care providers at different facilities provides patients with better personalized care and updated treatment information.
The AAHSA concluded that nursing homes that implement EMR document scanning systems are an asset to the medical profession and to the patient since it reduces the likelihood of repeated and unnecessary tests, prevents prescription errors, and can reduce the number of malpractice lawsuits. EMR enables both patients and their families to be better-informed about medical conditions when the information is organized, current, and concise.
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: 09-21-2011
Teachers and schools are notorious for having massive amounts of paper documentation. There is little doubt that the innovation of computers has made the job of teachers and administration less labor intensive. Newsletters and emails have created less of a need for paper documents and are much easily produced and distributed. Teachers need not worry about students taking important information home, since it can be transmitted through the computer. In addition, imaging school records can considerably reduce preparation time that was once wasted searching through file cabinets and folders and teachers and schools can begin to create a practically paperless school environment.
Teachers can implement electronic documentation in a variety of ways in their classrooms. Using electronic document scanning, teachers can now discard the binders that store the master copies they frequently use in the classroom. The information that the students need can be ready at the touch of a button. Also, grade books are no longer necessary when test scores are digitally entered and averages can be calculated electronically. Electronic scanning can enhance student engagement during valuable classroom time with technology that allows teachers to electronically display and distribute classroom lecture notes. Homework can also be assigned and completed electronically, further reducing the paper trail. Lastly, textbooks can be accessed electronically which further reduces the need for paper in the classroom.
Laws require schools to follow specific retention procedures for school documentation such as:
· Student body records
· Attendance records
· Student CUM records
· Special Education records
· Personnel files
· Board minutes records
· Payroll records
· Financial reports
· Worker’s Compensation files
· Purchasing records
The primary goal of implementing an electronic document scanning system in any business, including schools, is to reduce costs and improve efficiency. The manual paper processes is an outdated and inconvenient system that does not work well in a busy and technologically driven world. Document imaging offers a secure alternative to manage school records with minimum effort, while yielding maximum results.
By: / on: 09-12-2011
Years ago, patients were primarily treated by one family doctor and if required, referred to a specialist. However, in today’s world, many primary physicians have needed to expand their practices to function properly to meet the needs of a growing and aging population. Consequently, it is now more common for family practices to staff many doctors within one practice. Since patients are frequently treated by various doctors within a practice, medical records are changing hands on a regular basis. This is one of the many reasons that many medical offices and hospitals are opting to transition with document scanning to a paperless record keeping system that scans pertinent patient information into easily retrievable electronic files.
Medical records provide doctors with important information about the patients they are treating. Electronic medical records (EMR) contain the same information as the traditional paper files. With EMR, patient information is current, and easily accessible, for every doctor that is treating a patient. Information that is typically included in an EMR includes:
· Medical history
· Patient release forms
· Test results
· Prescription history
· Doctor notes
EMRs enhance patient care and medical treatment in various ways. First, it replaces the old cumbersome method of paper charts and records. Paper records are time consuming for staff and can be easily lost or damaged. Secondly, communication between doctors, either within the same office, separate medical offices, or within a larger medical community, such as a hospital, are able to transmit information electronically which saves time while ensuring that they have all the information they to treat their patients. With medical professionals having all of this information at their fingertips 24 hours a day, information is up-to-date and there are fewer errors in patient care. Lastly, an EMR system is conveniently equipped to handle patient prescriptions, so that doctors may instantly transmit the prescription details to the pharmacy and the system will also cross-reference medications to ensure patient safety.
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