Frequently Asked Questions
Q. Why should I scan my records?
A. There are number of reasons to scan your records. The most important
ones include: realizing instant ROI, alleviating the costs of storage,
record retrieval, and photocopying. In addition, electronic data provides
information at your fingertips, so that you may search for numerous
bits of information (for example, you can search for patients with
a specific procedure or disorder and your results could return each
patient in your scanned documents that potentially has those procedures
or disorders). Also, your scanned documents are saved in one location,
so you minimize chart loss, and if you opt for multi-user access,
different people can access the same document. You can also easily
transmit charts to attorneys, patients, and other physicians using
a HIPAA compliant transfer protocol. And, if you need the medical
record on paper, you can, of course, always print it out.
Q. How comprehensive are your scanning
services?
A. The basic scanning service includes document packing,
loading, shipping, extensive prepping (includes the laborious tasks
of removing staples, straightening pages, fixing bent corners, taping
smaller than 8.5x11 sheets onto 8.5x11 sheets), scanning, QA, client
proofing, data load onto client hard drive, delivery of client hard
drive, document shredding. We also provide add-on services such as
STAT file requests (whereby you request a record to be extracted during
the scanning process, moved to the top of the list, and prioritized
for scanning within 2 weeks of request), document re-delivery to client
(though not re-assembled per record), document management software
(to allow you single and multi-view search for your files), document
software training (via telephone), and hardware (a server to store
your data). If you have an additional service you are interested in,
please let us know and we will let you know if we can do it for you.
Q. Will I have access to my records
during the scanning project?
A. Yes, except during handling and transportation which averages approximately
3 to 7 days, via our add-on service of STAT file request.
Q. How long does the scanning project
take?
A. The time frame from the time of document loading to delivery of
client hard drive averages from 6 to 12 weeks depending on record
volume.
Q. Once scanned, can the records
be imported into an EMR?
A. Yes, the information can be imported into an EMR as a scanned document.
If your EMR has a general search capability, since the documents are
OCRed, it may be able to locate information within the record. If
the EMR does not have that capability, it will be imported as a scanned
image. If the latter is the case, we recommend you keep the scanned
records in another location as well and utilize a search application,
or document management software product (we can help you with this)
to allow for searching capabilities.
Q. How do you compare in pricing
to the national average?
A. Other pricing models are based on a per page scan, while our pricing
model is based on a flat rate per record scan. We would be very happy
to provide you with a quote for comparison purposes. We are confident
that we will win your business.
Q. What format are the records
scanned into?
A. PDF
Q. How can I access the information
once it is scanned?
A. You can view each record with Adobe Acrobat Reader, and a search
application or document management product. Please contact us for
more information about this so we can evaluate your needs.
Q. What are the minimum hardware
and software requirements?
A. A Windows PC or Server. PC should have at least Windows XP Pro,
256MB RAM, USB 2.0 connection. Server should have at least Windows
Server OS, 512MB RAM, and 300GB hard drive. If you do not meet these
minimum requirements, we can help you get what you need.
Q. How do I add to the chart once
it is scanned?
A. You can add a Word or other scanned document (that can also be
OCRed) to the PDF via Adobe Professional. If you have a search application
that has indexed the files, you'll need to re-index them to incorporate
the additions and changes.
Don’t find answer to your question
here? Email us at 
or call us at 1-888-211-3848 option 2 and we would be happy to answer
your questions.
