Scan on Demand Strategy

18
Feb
2016
297 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

Why are Rural Healthcare Providers Under Such Tremendous Pressure?

Despite challenging environment, rural hospitals remain the lifeblood of many communities A love letter to rural hospitals  Rural hospitals provide more than just healthcare to their patients, they provide jobs, economic boosters, recruiting panache for local companies, and an overall sense of belonging in the […]

Read More

Learn which shredding container best suits your business

Do you have the right shredding container for your business? How many times have you walked through an office and inadvertently seen some sensitive information laying on a desk or noticed an associate piling papers in an unsecured cardboard box under their desk? We get […]

Read More

Video: Should my business scan all its records?

Answers with Anna: Should my business scan all its records? Welcome to our new video series, Answers with Anna! Featuring SRS Solutions Creator Anna Ligon, Answers with Anna answers some of the most frequently asked questions we receive. In our first installment, we tackle the question, […]

Read More

Consider Purge and Regular Shred Services for your New Year

Have you made your company’s New Year’s Resolution?  If you’re still thinking about a New Year’s Resolutions for your company, we’ve got a suggestion. Get rid of months’ – or even years’ – worth of old paper by utilizing our one-time shred purge services. Purge […]

Read More

Happy Holidays from Secure Records Solutions

The holiday season is in full swing; it is a time to celebrate and enjoy with family and friends. Before the hustle and bustle of the season gets into full swing, I always like to reflect upon the previous year. It’s been a year full […]

Read More

What’s next in the rural healthcare crisis

Imagine having to drive hours to the nearest hospital to deliver a baby or while experiencing chest pains. For those in rural areas across the country (which, according to the American Hospital Association, is nearly 20 percent of the population), this is a reality. In our […]

Read More

Tifton CEO: Secure Records Solutions Merges with ShredEZ

Tifton CEO recently shared a media release regarding Secure Records Solutions’ merger with ShredEZ out of Adel, Georgia: Tifton CEO reports that Secure Records Solutions (SRS) is a family owned and operated document management company headquartered in Thomasville, Georgia. The merger with ShredEZ, the first […]

Read More

Does your business violate the FACTA disposal rule?

The FACTA Disposal Rule is designed to prevent the unauthorized access to – or use of – information in a consumer report. Is your business compliant? When people think of business regulation, the Securities and Exchange Commission or HIPAA may come to mind first. But […]

Read More

EMR, Electronic Medical Record, EHR, Electronic Health Record, HIPAA, Scanning Medical Records, Thomasville, Tallahassee, Albany, Valdosta, Tifton, Dothan, Jacksonville, Atlanta, AHIMA, GHIMA, FHIMA

HomeTown Health 2019 Executive Leadership Program

Christopher P. Jones, Secure Records Solutions Partner, among 12 HomeTown Health Graduates of 2019 Executive Leadership Program Twelve individuals from Georgia rural hospitals and supporting organizations graduated from the HomeTown Health 2019 Executive Leadership Program. This group of individuals was recognized at the graduation and […]

Read More

How To Solve Your Office’s Space Issue

Does your office have a space issue? Hint: It’s actually a management issue! Recently, a potential client called me up and said they needed SRS to help them immediately. It was urgent – the practice’s office was literally running out of room. We, of course, […]

Read More