Scan on Demand Strategy

18
Feb
2016
122 Views

Scan on Demand, Document Scanning, Project Map, Converting Files, File Indexing, File Delivery, Secure Records Solutions, File Management, Document Management, Scanning

Years ago, our client services team developed a strategy we call “scan on demand” for a client who needed records fast in a legal discovery. Now we pull and scan many files each day instead of physically delivering them to clients all over the country.

There are several practical applications of this scan on demand strategy that are more efficient than back-file scanning of all hardcopy records. In order to determine which is more appropriate, we run a calculation for each client. We measure the volume of records, average retention of each record (separating outliers, such as permanent records), and volume of activity. We then apply costs for storing and managing these records in their existing hardcopy form, assuming all records requests can be served with a scan delivery within minutes of the request. Finally, we compare the cost of converting the 2% of client records that are ever recalled, as they are needed, to scanning 100% on day 1.

After separating out permanent files and files that are needed on a very regular basis and scanning those upfront, we find that we are able to cut the cost of conversion of most hardcopy records by 80%, because of these simple facts:

  1. A large percentage of archival records are eligible for destruction, but no index exists to confidently make those decisions.
  2. Most documents have been printed to fulfill a policy requirement only, not for practical use. If 20% of files are requested, only 10% of each file is reviewed. 98% of a client’s records will never be needed.
  3. Absorbing the scanning cost of these records upfront, and the value of that investment over time, rarely catches up to an approach that will convert only the documents that are needed, when they are needed, and upload them directly into the software the client is accessing all other electronic records from.

Our greatest demand for this scan on demand service has come from the healthcare field, where medical facilities are required to implement electronic medical records (or electronic health records) software, and assume that they must digitize all documents to meet that requirement. They buy the EMR (EHR) software and go through a months long implementation process, only to find that they can’t scan fast enough to get rid of their paper, and hiring an outside vendor to scan thousands of charts can be prohibitively expensive.

We’ve developed an expertise in completing EMR (EHR) conversions by consulting with healthcare providers after they’ve chosen a software and helping them develop a strategy for removing all of their hard copy paper records so that their staff can focus on creating new records within the software. Our team indexes their charts and helps them make retention decisions to destroy out of date records, and over a six month period, scan any records of existing patients that come back for service. At this point we scan approximately 10% of the chart, and upload it into the client’s EMR (EHR). The remaining records are inactive, and can be pulled at a moment’s notice, but aren’t worth scanning as they wait out their retention of 10 years or less.

The following graphic shares some recent successes:

Scan on Demand, Scanning, EMR Implementation, EHR Implementation, Imaging, Medical Records, Scanning Project, Cheap Scanning, EHR, EMR

LEAVE A COMMENT

Our Latest Consulting Insights

phishing

Five Ways to Detect a Phishing Email Scam

Gone Phishing? It could lead to disastrous results. According to Symantec’s 2018 Internet Security Threat Report (ISTR), the average user receives 16 malicious spam emails or phishing attempts per month. Over the course of the year, that’s nearly 200 chances to accidentally give away a password, […]

Read More

scanning

What benefits does outsourced document scanning offer?

To Scan or not to scan, that is the question. For many rural hospitals, financial institutions, or businesses in highly-regulated industries, “just scan everything” is often the answer. While it’s seemingly the obvious solution, it’s never the easiest, and, in many times, it’s the most […]

Read More

documents

5 ways to create value with your documents

Despite the oppressive heat here in South Georgia, school is back in session. People are shaking off the lazy, hazy, crazy days of summer and jumping back into order and routine. There’s no better time to look at your document management routine and ensure that […]

Read More

Why do most document management software projects fail?

We hear it all the time: “We’re paperless.” “We have the latest, greatest software money can buy.” “We are cloud-based.” However, when we walk through the office, we see papers being shuffled back and forth and hard copy files being referenced. And then we realize, […]

Read More

How Can A Rural Hospital Reduce Risk & Expense?

The average rural hospital has an average 3,000 boxes of paper records even though they implemented EMR software a decade ago. Ninety-five percent of hard copy records will never be accessed, so scanning everything is an expensive, inefficient solution. Labor associated with managing medical records […]

Read More

Reasons SRS Does Business With Other Local Businesses

Secure Records Solutions is a local, family-owned and operated business here in Southwest Georgia. We strive to work with similar business partners because we know the positive impact it has on the economy of Southwestern Georgia. There are familiar faces in chamber meetings, at Rotary […]

Read More

Why Does NAID AAA Certification Matter?

Security FAQ for Finding a Document Management Company The 2018 Cost of a Data Breach Study from IBM Security reported that the average cost, globally, for each lost or stolen confidential record is $148 per record. That comes out to a global average cost of […]

Read More

Hurricane Preparedness Tips for Your Secure Records

Barry. Humberto. Karen. Wendy. You haven’t met them yet; but come summer, you just might. These are some of the 21 names chosen for this year’s storms. The Weather Channel recently released its hurricane outlook for 2019. A total of 14 named storms, seven hurricanes […]

Read More

Earth Day Sustainability

This past Earth Day, April 22, 2019, the hashtag #onegreenthing circulated around social media. Some companies donned green attire and took part in a recycling or clean-up project in their community; others shared images of people planting trees or taking part in an urban garden. Secure […]

Read More

GDPR IS HERE | Is your business ready?

Disclaimer: We are not attorneys. Nothing within this post should be considered legal advice, but rather a spur to put your research hat on! Does your company collect, maintain, or process personal data of individuals within the European Union (EU)?  If so, the General Data Protection […]

Read More

PRISM International & NAID Merge to Form New Industry Association

Secure Records Solutions was honored to participate in the 2018 PRISM International Summit this week as history was made with a vote finalizing the merger between PRISM International and NAID, two industry associations in which we were already very involved. Our Consulting Team Leader, Christopher Jones, first […]

Read More