Tags: Data Privacy, Hospitals, Medical Records, Saving Money, Business Case, Document Management for Medical Records

Save Vital Hospital Space and Money and Improve Interoperability through Medical Records Scanning

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Running a hospital is quite the same as running a corporation. Unlike corporations, hospitals are obliged to keep their records for up to 10 years in compliance with medico-legal and patient records policies set by the DOH. A large hospital attending to patients receive hundreds of patients in clinical hours and more for special consultations, emergencies, and VIP. Keeping each patient case file requires a lot of physical space and safe conditions. The index format required to manage hardcopy data is tedious and requires a whole lot of cost.

 Documents like medical billing records, patient registration forms, insurance cards, medical charts, test results, and others are present for almost every patient attending the hospital. Creating a hardcopy storage facility for each one, which has to be kept for up to 10 years, is quite ridiculous and tasking. How does one fix this problem of retention and keeping of these medical records? Scan them and save costs.


Why Scanning Medical Records Is Important

With scanned documents arranged in a digital format, hospitals can apply a more automated system of documentation which is relatively more efficient. A proper document management system according to standard index format can be digitally applied to the record system.

  • Easy Access

Doctors and authorized personnel with the appropriate password can access patient records easily from the comfort of their office as long as an internet connection is present. Once the documents are scanned, they are digitally available. This gives faster service for patients without unnecessary transfer and loss of patient files.

  • Comply With Medical Practice Rules

One of the medical practice rules states that hospitals are obliged to keep medical records for a number of years. Compliance with this rule is ultimate and important. Physical storage space is needed if the hardcopy system has to be used. Scanned hospital records will take less space especially if cloud storage is used. A remote storage location will manage the rules while saving space, money, and time.

  • Guaranteed Control Over Privacy

Medical records are confidential records that at no point should leak out to the public without the permission of a patient. There is just no ultimate control over the privacy of patient records if old records are kept in a storage locker in the basement of the wardrooms. In this situation, anyone can break into the basement and steal records without the knowledge of the authorities. Apart from human tampering, physical damage to the records is also a reality to be faced. With scanned documents, arranged in an index management system, ultimate protection from hacking and cybercriminals is possible. There's more control over patients' privacy.

  • Save Cost

When a cloud-based document management system is utilized in storing scanned records, healthcare providers can cut business costs due to several factors:

- There's no longer a need for physical storage.

- The cost of hiring and paying manpower protection monthly for the storage files is eliminated.

- Legal fees arising from complications due to loss of patient records by physical damage are also eliminated.

Scanning hospital documents give the best protection for patients' medical records at the best possible minimum cost.


Ready to upgrade your Records Management? Trust The Expert!


Archive One has the capability and knowledge your company needs to convert to a paperless office or manage your digital records system and eliminate offsite storage costs. We can help organize your files to be scanned and choose the right document management system so your business can have a high-quality, document imaging system to optimize your information workflow.

Archive One is a document management system (DMS) designed to help companies easily classify, store, secure, and retrieve essential company documents that are needed for retention and audits. With our partners' help, we provide an end-to-end document management solution from scanning to document storage at a highly competitive price.

Achieve documentation compliance with Archive One! Book a 1:1 appointment now.