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15 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: 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: 03-05-2012
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: 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: 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: 09-12-2011
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.
By: / on: 07-19-2011
Electronic Medical Records (EMRs) are rapidly becoming a new trend in physicians’ offices and in hospitals. Document scanning of patient information and records is a new trend that provides a type of sophisticated organization like no other system. It promotes efficiency and results in enhanced storage capabilities that benefit both health care providers and patients. Quality health care is easier, accurate, and more secure when records are stored electronically. Quick access to medical records saves time and can prove to be lifesaving in an emergency situation.
Document scanning is an easy and cost-effective system to implement. The initial cost that a medical facility spends to go “digital” can result in savings that amount to thousands of dollars annually. In addition to cutting the cost of paper supplies, this system saves health establishments in terms of storage space and labor.
Easy and accurate accessibility is another key advantage with EMR. The days of filling out the long health history forms each time a patient visits a new office will be long gone. When patient information is recorded and stored electronically, patients are no longer be subjected to updating their files or need to worry that they neglected to list any medications, surgeries or procedures that are part of their health history. In addition, employees need not search through endless file folders and mounds of paperwork to locate the information they need.
Safety is a significant advantage for the health industry to use EMR systems. When doctors share electronic records, they are able to quickly pull up all of a patient’s medical records in seconds. Not only will physicians will have access to all of the information they need quickly, records are more accurate and up to date and cannot get lost if a doctor closes his/her practice.
Medical offices and hospitals that have transitioned to an electronic medical record office are convinced that this system is the best that is available in today’s market. The initial investment pays for itself in a very short time and promotes efficiency that was lacking previously.
Electronic Medical Records (EMRs) are rapidly becoming a new trend in physicians’ offices and in hospitals. Document scanning of patient information and records is a new trend that provides a type of sophisticated organization like no other system. It promotes efficiency and results in enhanced storage capabilities that benefit both health care providers and patients. Quality health care is easier, accurate, and more secure when records are stored electronically. Quick access to medical records saves time and can prove to be lifesaving in an emergency situation.
Document scanning is an easy and cost-effective system to implement. The initial cost that a medical facility spends to go “digital” can result in savings that amount to thousands of dollars annually. In addition to cutting the cost of paper supplies, this system saves health establishments in terms of storage space and labor.
Easy and accurate accessibility is another key advantage with EMR. The days of filling out the long health history forms each time a patient visits a new office will be long gone. When patient information is recorded and stored electronically, patients are no longer be subjected to updating their files or need to worry that they neglected to list any medications, surgeries or procedures that are part of their health history. In addition, employees need not search through endless file folders and mounds of paperwork to locate the information they need.
Safety is a significant advantage for the health industry to use EMR systems. When doctors share electronic records, they are able to quickly pull up all of a patient’s medical records in seconds. Not only will physicians will have access to all of the information they need quickly, records are more accurate and up to date and cannot get lost if a doctor closes his/her practice.
Medical offices and hospitals that have transitioned to an electronic medical record office are convinced that this system is the best that is available in today’s market. The initial investment pays for itself in a very short time and promotes efficiency that was lacking previously.
By: / on: 06-30-2011
There are many companies who are certain their office could benefit from document scanning services, yet they continue to put it off. One reason for this is they are not sure if they have the resources and manpower to complete each step in the process. A comprehensive document management strategy involves a lot more than pure document scanning; in fact, if the project is planned out properly, the scanning process will be the least time-consuming part.
Perhaps your company has considered a “paperless” transition in the past, but you haven’t moved forward with it because of a lack of organizational resources. Some businesses tackle the digital conversion over a long period of time, scanning documents on an as-needed basis, but if you would prefer to do it all at once, it makes sense to outsource the job.
There are some real benefits to having your document conversion done quickly by a professional document scanning company.
If your office uses a lot of paper, the prospect of implementing a document management system may be daunting. That’s where an outsourced document management company can be a great help. They will show you exactly what needs to be done to get started, including the sorting, organizing and prepping of various document types, and bring all of the pieces of your project together into one neat and manageable package.
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: 03-31-2011
If you walk through the aisles of a computer store, or look at all the document management software available online, it would appear that the transition to a paperless office is easy, but do-it-yourself document management isn’t for everyone. Most small to medium sized businesses need more than a software program or an online document management account; they need a document management “solution”.
What is the difference between document scanning software and a document management solution?
More often than not, a professional document management system relies is web based. This allows employees to access their office files without physically going into the office. Much more secure than a paper document file or network based storage, an online document management system requires passwords to access files. Each employee has “clearance” to access certain file types, and their security level may also determine whether they can edit or add to a file.
The larger the company and the more people who “touch” a given document, the more complex a document management system becomes. The actual scanning of paper documents is just the first step along the way to a paperless office. It is what happens afterward, and how well the system is managed, that will determine its success.
Working with a professional Document scanning company will give your business certain advantages over the do-it-yourself methods:
· Reduce employee “downtime” by taking the scanning project off of their hands · Securely scan and archive paper documents for later retrieval without interrupting daily business activities · Install and customize a document management system, using a variety of tools, and ensure a compliance with federal and state privacy laws · Set up the database and train employees on how to use it
Now that document management systems have reached critical mass in many industries, businesses are looking at all of their options for a digital office. While it is certainly possible to manage the process internally, it may be a lot more cost-effective to work with a team of document management professionals. By: / on: 02-23-2011
Before any medical office can make the leap into electronic medical records (EMR), they must first be able to visualize how the new “paperless” practice will look. It is only by looking at the big picture that medical practitioners can see how they will benefit from making the transition. Besides making any medical office more efficient and more compliant with government mandated privacy laws, the implementation of an EMR system will yield multiple benefits in terms of efficiency. Once the new EMR system is up and running, the office will save time, money and valuable office space while improving the quality and accuracy of doctor-patient communication.
Implementation involves the installation of a network infrastructure and specific document scanning hardware to get started. Each exam room should also have a PC workstation installed if it doesn’t have one already. Before the current paper charts can be “retired”, a system of doing this effectively must be decided upon. Some offices only transition the charts to EMRs on an “as-seen” basis, which means they would only scan the documents of patients they plan to see that day. Other offices use the “A to Z” approach. Either one works fine.
Key elements of the paper chart must first be summarized before they can be transitioned into an EMR. This is where the process can get a little tricky, because a physician may enter a progress note for the patient, and then pass it on to a nurse to add their medication list. Doctors would have to choose which documents in the chart should be scanned.
A system must then be established for integrating information and/or document scanning from external sources. These may include radiology reports, lab results, consult letters and the like. Doing this effectively requires an electronic interface between the institutions that interact with the office most frequently. This has proven to be an ideal strategy, as evidenced by the fact that 90 percent of all external data comes into doctor’s offices via electronic interfaces.
Once every chart has been scanned and the proper workflow parameters have been set up, medical practices realize immediate benefits by adopting an EMR system. |
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