Information Management Systems

Our Document Scanning Services for Converting Records to Digital Imaging Safely and Efficiently

We offer document scanning services to speed up the process of converting records to digital imaging. Using state of the art scanning equipment, we are able to provide document scanning services for converting records to digital imaging securely, affordably and quickly. We work with clients that range from small businesses to very large corporations across all industries, to help migrate your scanned documents across the enterprise to ensure the availability, integrity, and longevity of your records and information. Our document scanning services can stand alone, but we also offer records management consulting to help you create a complete program for document and data management.  We will help you plan for the unexpected with our disaster recovery planning services to ensure the integrity of your business. Whether its microfilm, paper, microfiche, or a combination, our clients rely on us to manage and digitize their business critical information.

Is it Time for Your Business to Move From Paper to Digital Imaging?

Are you wondering if it’s time for your business to move from paper to digital imaging? Studies have shown that workers waste 20 to 40 percent of their time searching for paper documents manually. Ironically, we only spend 5 to 15 percent of our time reading the information. Because 90 percent of our corporate information still resides on paper, having the information where you need it, when you need it is often challenging. Also, when the information is no longer current, we spend even more resources retrieve it, box it, store it, and manage retention schedules. (Read more about digital imaging readiness)

To find out more information on our document scanning services for converting records to digital imaging, just give us a call at 1-800-803-1083 or send us an email. We will put you in touch with one of our records management consultants that will provide you with more details and guide you through the digital imaging process.

Why Electronic Medical Records (EMR)?

Healthcare providers all across the U.S. are migrating their medical charts to Electronic Medical Records (EMR) to increase record accuracy, decrease waste, eliminate costly storage space, and improve patient care. Hospitals are also seeking to take advantage of government incentives under the American Recovery and Reinvestment Act (ARRA). Right now, everyone is focusing on the “carrot” of payments they can receive by implementing EMR. But the “stick” comes out in 2015, when hospitals that don’t meet federal guidelines for paperless records may be penalized with reduced Medicare reimbursements.

What’s Holding Healthcare Organizations Back from Using EMR?

The new government rules to EMR are confusing and picking the right document imaging software system is challenging. Plus, there is significant expense and disruption involved when you make such a big change in how medical records are handled. It’s just not feasible to expect hospitals to do this on their own without expert guidance from information management professionals. Software vendors are happy to sell you imaging hardware and advise you on how to install image software on your computer network; but that doesn’t help with the real-life obstacles you will face in converting your medical file charts to electronic images that can be located when you need them.

Getting Help Converting Electronic Medical Records

Converting medical records to a document imaging system takes the help of a qualified information management specialist who has experience in the EMR imaging process and government requirements.  A qualified information management specialist will help you understand the process and avoid common mistakes that can set your organization back.  For example, EMR compatible medical records scanning involves more than simply scanning records and uploading a pdf of a patient’s chart into a database. If you don’t have federally approved quality controls in place, you may end up with a bunch of electronic records that are not considered true originals. That’s an excuse Medicare can use to deny payment. Below is an overview of ten steps to converting your medical documents to Electronic Medical Records.

10 Steps to Converting Your Paper Medical Records to EMR

1.  Survey – Review your current filing system to discover the best documents to image 2.  Plan – Develop a master plan to map and document every step of the conversion process including establishing your document indexing requirements 3.  Pack & Manifest – Box and label medical charts/records to be imaged so they can be tracked throughout the conversion process 4.  Secure Transportation – Ship record boxes with documents to be scanned and imaged via a bonded courier directly to a secure image conversion facility 5.  Validate Receipt – Have the image conversion facility provide receipt of shipment and confirmation documentation of all documents are present 6.  Prep & Scanning – The image conversion contractor should prep documents, removing staples and repairing any damaged records before scanning documents with a high quality production scanners to ensure a high quality, clear and complete scan of each file 7.  Indexing – Document The image conversion contractor should index documents according to your specifications established in Step Two 8.  Quality Control – Request a sampling of imaged documents to ensure scanning and indexing accuracy of each record 9.  Output – Upload the scanned records into your EMR software system or supply on CD/DVD if requested 10. Store or Shred – Provide storage, shredding, or secure shipping instructions for paper records

Visit www.ssgims.com or call 1-800-803-1083 for more information on document imaging consulting and conversion services.

Barcode, RFID & Digital Technology Plan is KEY to SUCCESS

Innovation tracking and management technologies can make a huge difference in your bottom line whether it is for inventory, assets or records and information. The key to a successful implementation is identifying and improving the related business processes.  Attaching a barcode or RFID tag to an item or putting document through a scanner is only a small part of the solution.  Solution providers should be able to perform a survey and analysis of your existing system to first identify the root of deficiencies and provide a full life cycle overview.  Process improvement in partnership with innovative technologies is the key to your return on investment and bottom line improvements. It is also important to identify which technology is best for your business function.  Asset Management, Inventory, Digital Document and Archive Management are key business units that can benefit from a single and/or a combination of technologies and many systems can be expanded to include multiple departments or enterprise-wide. Technology can be a powerful tool when implemented to enhance your overall business function and work flow.

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