young couple discussing with a female agent

 

Many businesses today have realized the benefits of using electronic document management services. Whether it’s the efficient distribution of information to appropriate parties, the security of electronic backup, or any other advantages that come with an electronic document management system, forward-minded businesses are going electronic. 

Storing large quantities of paper copy is cumbersome and inefficient. If you’re considering streamlining your document system, contact River City Data for a free estimate today. We will create a custom solution that meets your specific needs and prepares you for the new age of data management. 

Why Are Companies Interested in Electronic Document Management Services?

If it isn’t written down, it didn’t happen. Many companies live by that mantra. 

Written documentation is an unimpeachably clear form of communication. It eliminates potential confusion and provides a clear record for everyone involved to access. 

Documents are vital to most businesses. Keeping those documents safe, secure, and accessible is critical to good business management. 

It may feel secure to lock a paper copy in a filing cabinet, but records are demonstrably safer when kept in a secure electronic format

Digital files are easily backed up in cloud storage. If you have a cloud-based backup, you’ll never have to worry about a flood or fire wiping out all of your data. 

young female professional holding files and folders and organizing documents

Document management software helps you access files with a few keystrokes. And, unlike paper files, information can be tagged and cross-referenced. Companies using a management software system can search for data by any tagged field rather than seeking out a file by name.

Some companies choose to purchase a document management software program with the intent that employees will utilize the tools in it on their own. But employers who attempt this soon realize that managing documents in a data-heavy company is a full-time job. 

If you aren’t excited about the idea of adding to your staff, an electronic document management service is an excellent option. 

Companies providing professional management services are well-versed with the handling of sensitive information. They are experts at records management and providing security to your digital assets. 

Each page is individually prepared. Each scan is completed on professional-grade equipment, then reviewed for any defects and tagged to be made searchable in whatever way the business has designated.

1. Insurance Agencies

If ever there was a type of business that understood planning for contingencies, it would have to be an insurance company. 

Insurance companies process vast quantities of paper every day: applications, claims, cancellations, and policy statements. 

Insurance operations run more smoothly with electronic document management services. Paper documents can be scanned as they are received and routed as needed with no time wasted in transit.

Agents can find the details of a client’s policy in the time it takes to type their name with searchable digital files. 

When insurance companies have their clients complete forms electronically, dedicated software ensures all fields are completed with the appropriate type of data, reducing omission errors. 

2. Law Firms

Legal specialists are obsessive about their data. Documents must be secure. The typeset needs to be clear. 

Law firms know that each page of the paper copy will be carefully prepared and scanned when they choose professional electronic document management services. Staples and paperclips will be removed. Scans will be monitored for blurring or other failures. 

The benefits of using a professional scanning service are clear: businesses get professional service from dedicated experts and the most current technology available.

librarian working with paper documents and records

3. Libraries

Libraries: the land of cross-referencing. At one point in history, researching in a library meant locating the card catalog, then searching by title, author, or subject. 

Those days are gone. 

A stereotypical library does not evoke images of the cutting edge of data technology. But libraries are continually moving with the times, adding new data and new formats.

Libraries are all about the preservation, advancement, and sharing of information. That might come in the form of a best-selling story, or it might happen with the discovery of a key piece of information in an old local newspaper.  

At one time in history, a library user needed to ask the librarian for help if they were looking for something obscure. With electronic document storage, anyone accessing the library can search for an infinite variety of topics. 

Scanned digital documents are searchable by keyword. Periodicals are no longer fragile, yellowing pages with faded print.

4. Real Estate Companies

Realtors need to cross-reference and compare information from a variety of sources on a daily basis. Current listings, pending sales by zip code or street-level boundaries, and many other fractured pieces of data come together to help realtors guide clients to the perfect property.

The right software system is critical to comparing data from different programs. 

male pharmacist looking at medical document management services on a tablet

5. Pharmacies

Pharmacies retain sensitive documents and health information. Cross-referencing prescription drug information can be a matter of life or death. 

Pharmacists are experts at cross-checking various medications. They receive data for every medication they dispense. 

Managing that data and having ready access to searchable documents makes the pharmacist’s number one job – keeping patients safe – much easier to accomplish. 

Your Business Will Benefit from an Electronic Document Management System, Too. 

Any company that has a need to be highly organized will receive value from electronic document management. Strategic business owners will recognize the added value of retaining a professional service to handle this task. 

Every day you delay moving into the electronic world adds up to more information to be scanned when you do take the plunge. Step boldly into the digital world. 

Contact River City Data today. We will provide an electronic data management service geared to your specific needs to help your business keep looking forward. And, if you do need to look back, your data will be there for you.

 

receptionist and doctor speaking with patients and discussing medical records

 

Electronic medical records are drastically improving how healthcare organizations store, access, and share medical information. Hospitals and clinics want to utilize the best EMR systems have to offer to improve patient care. Paper medical charts and information needs to be uploaded through medical records scanning, so all data is accessible through the EMR. 

You want to trust a reputable company with customer loyalty, brand recognition, business longevity, and prosperity for your scanning projects. It is smart to outsource medical documents to industry experts like River City Data, who can ensure security during the scanning process. 

Contact River City Data for a free estimate on secure medical document scanning. River City Data offers trusted medical records scanning for healthcare organizations to save you time and effort. 

Why Do I Need to Digitize Medical Records?

Electronic medical records give health care professionals instant access to patient information. Instant access is especially helpful in emergencies when the staff does not have time to look through paper charts. Doctors and nurses can immediately view allergies and medications of patients using a tablet or mobile computer.

Digitizing medical records also allows practitioners to keep the focus where it matters the most: on the patients. Paper charts tend to be more time consuming on the professional staff and for administrative support. Digitizing medical records allows for better use of time and resources for all healthcare organizations. 

Most health care organizations have moved to an electronic program for health records. The concern now is what to do with old patient records that are still paper-based. Many medical organizations do not have time, staff, or programming for medical records scanning. 

electronic medical records scanning services on a tablet

What are the Benefits of Scanning Medical Records? 

Many healthcare organizations are aware of the benefits of scanning paper medical records. Record scanning can reduce costs, keep patient medical data secure, reduce clinical risk, and improve patient care. 

Digitizing medical records eliminates the need to search for paper files manually. Professionals spend time treating patients instead of searching for files. 

Medical records are also protected from loss and damage when digitized. The papers are backed into a cloud system where they are immune to devastations such as flood, fire, and other natural disasters

When done correctly, medical records scanning is a fair process with a good return on the investment. There are two options for healthcare organizations to consider scanning needs and document management: in-house or outsourcing. 

When is In-house Medical Records Scanning a Good Option?

If a medical facility needs medical records scanning, it likely has several active and historic patient charts to upload. Scanning all these records is a massive task for the staff, but possible. 

If your organization chooses in-house scanning, you will need to invest in a scanner that serves the purpose. Many standard office-based scanners cannot handle the high volume of medical documents that will need to be uploaded. Also, consider administrative staff assisting in digitizing medical records will need access to computers and technology in-house. 

If you have the right equipment, you will also need the staff to scan and index patient information. The team will need to be trained on using the equipment and must meet the deadlines required by professional staff, so the organization continues to run smoothly. In busy environments, this can be a hassle and difficult to achieve.

Your facility will also need the space to accommodate the staff and equipment for the project. It can be for a few days or maybe a few months, depending on the number of paper charts. Accommodation can be an obstacle for smaller organizations that are already short on space for staff.

Additionally, staff will need to understand manual indexing, which is how records are searched and retrieved. Indexing requirements can be complicated, and this slows the scanning process. Ultimately may overwhelm the staff.

Many organizations opt to outsource to a professional document and management company for their medical records scanning needs because of these factors. It can be the best option for cost, time, and effort. 

rows of colorful medical records and files

How is Outsourcing Medical Records Scanning Useful? 

Scanning patient records is a time-consuming task. There is also a risk for human error if staff are untrained or unsure how to use the document scanning programs. Due to the busy and stressful environment of many health care settings, it can be difficult and unrealistic to upload scanned medical records. 

Outsourcing eliminates the risk of human error and saves time. Document scanning companies are experts in medical record scanning. It is what they do every day, so there is less risk. 

Healthcare organizations have become overwhelmed with the sheer volume of medical records that need to be digitized, which has increased significantly over the last decade. Volume can make the medical records scanning process difficult and overwhelming. Outsourcing to a company relieves you of this burden.

Outsourced scanning is an excellent option for both small and large healthcare organizations. It is fast and can be more affordable than in-house medical records scanning. It is essential to choose a company that understands the healthcare sector. An experienced company will be familiar with the regulations and compliance needs of organizations. 

female doctor reviewing medical records

What Do I Need to Look for in a Document Scanning Company? 

The company should have the knowledge, experience, and skills to undertake the scanning of medical records. Experience ensures documents will meet regulatory requirements. 

The company must have the ability to undertake large-scale scanning projects with ease. This ability will reduce the risk of error and disruption in the organization’s day-to-day operations. 

Each business has its budget and plan for allocating resources. The company chosen does depend on business cost and resources. It is important to remember that it will likely be an essential and resourceful allocation of funds for the company in the long-run.

Trust River City Data for Your Medical Records Scanning Needs

The team at River City Data has the experience and knowledge you are looking for in a scanning company. Our team is certified in HIPAA protocol. We are familiar with the rules and regulations of the healthcare industry. 

We value privacy and make it a top priority. We provide unparalleled, quality medical record document scanning and indexing.

Contact us today for a free estimate. We customize to your needs and can meet the challenges or deadlines needed by healthcare organizations. Our clients appreciate our world-class experience, along with our small-town values. RiverCity Data hopes to help your facility get digitized so you can excel in the healthcare industry. 

 

businessman scanning documents for a company

 

Since we are a document scanning company, we bet you can guess which way this article might lean. When you have a scanning project, it’s natural to wonder if you can handle it yourself. Follow along with us as we outline several criteria you should consider when deciding whether to outsource your document scanning.

At River City Data, we’ve seen and managed nearly every type of scanning and conversion initiative. We scale our services from singular clients with small (but crucial!) conversions, to the most massive corporate scanning projects.

Contact us today to set up an honest, transparent quote for any size scanning job. Our clients have known, liked, and trusted us for forty years and counting. We deliver quality, secure, accessible results every time we scan for you.

 

woman employee scanning documents for company

 

Project Size Matters

Perhaps the primary determinant of whether to DIY your scanning project is the size of the task. If you have a few conventional sized paper files to digitize, scanning them yourself may work just fine.

Most office or home scanners can handle digitizing paper records in letter, legal, and even some specialty paper sizes. Further, your staff hours required to oversee the document management would be minimal in this scenario. If converting to digital documents takes one person a few hours to complete, DIY is a perfect fit.

However, if you have hundreds or thousands of paper records to scan, index, file, and store, consider outsourcing your project to a scanning company you trust. Why? Document scanning companies specialize in large-scale scanning projects. 

Your scanning company partner will ensure a speedy and accurate finish time, without sacrificing quality or details paramount to your data integrity. Professional scanning teams are efficient and laser-focused on doing one thing well: preserving your data for ease of use, security, and other business related goals.

 

overwhelmed employee with stacks of folders for scanning

 

Special Equipment Is a Hassle

As in the above example, conventional records like letters and legal-sized documents may feed easily into your office or home scanner. However, for items that don’t conform to standard sizes or color schematics, it’s wise to select specialized equipment designed to handle scanning “curveballs.”

Maps, artwork, photographs, blueprints, and schematics do not always reproduce well on conventional scanners. Yes, you can purchase software that could allow you to scan your large docs in pieces, but we don’t recommend it. 

If your company routinely scans large documents, you might consider purchasing a specialized scanner for digitizing non-conventional data and images. However, get ready for sticker shock. 

Though scanning equipment comes in every variety for all the “unicorn” scanning projects under the sun, you’ll pay considerably more for the specificity. It’s smart to consider carefully how much you’ll use any scanning equipment you purchase. 

Having a high-quality conventional scanner in businesses like law offices and medical clinics makes sense. Spending half your annual office supply budget on a photo-quality large doc scanner may not be the most practical choice.

Outsourcing your non-standard or large doc scanning projects saves you time, frustration, and expense in the long haul. It’s better to offload the investment of equipment purchase to a specialized scanning partner in these cases.

Document scanning companies have the proper equipment to handle large-scale and non-conventional projects.

Assess Your Indexing Needs

Digitizing and filing a few converted paper records is fast and straightforward. A few digitized records here and there can quickly pile up into a document management nightmare if not properly indexed. 

After all, the purpose of scanning documents is to get them out of bulky manilla folders and cabinets. Instead, you want a cluster of files you can easily categorize, archive, and access whenever you need them. 

When your digital document piles become too high, definitely enlist the help of an experienced document scanning company. Getting help indexing your digital files can prevent crucial data loss and customer privacy concerns.

Document Indexing is the process of categorizing your data by the criteria you choose that fits your business model. Common indexing structures include: 

  • Customer account numbers
  • Order numbers
  • Name
  • Birthdate
  • Region or address
  • Client industry or sector
  • Sales funnel position

 

Plus, you can customize your indexing fields to include relevant keywords or phrases that help you know where to look for the information you need. For example, a law office might index data based on case type, and a dental office may categorize files by services performed.

Having a variety of useful indexing fields can enable you to use your data for many different analytics that can help drive your success. Plus, with strategic help, you can craft or revamp your document management system in ways that flex with your evolving business and help you grow.

Competently scanning and converting your documents, when done correctly, expands your capacity for success and increases office efficiency over time.

 

many files and folders and documents and paper records waiting for a document scanning company

 

Document Security Is Crucial

Once again, scanning a few documents with non-sensitive data is a total DIY green light. However, if you must keep your data secure, how will you ensure that happens if you DIY?

Enlisting help from a document scanning company can ensure your documents remain safe under virtual lock and key. By providing you access via a secure log-in channel, the professional scanning team can provide a secure harbor for sensitive client information. 

Further, if you’re required by law to maintain client or patient privacy, it’s best to outsource your document scanning projects to a specialist. They’ll have relevant HIPAA certifications to guarantee safe handling and storage for all private information.

River City Data: The Clear Choice for a Trusted Document Scanning Company

Your data matters to us at River City Data. We understand you’ve built your business, client trust, and customer loyalty on the data you’ve collected in a variety of formats.

Scanning and converting your paper documents to relevant, accessible, and secure digital formats is what we’ve done for over forty years. Our history of excellence speaks for itself. 

Many of our clients have hired us after failed DIY scanning attempts, or when a less experienced company could not deliver desired results.

Contact us today to set up a free project quote. We’ll clearly outline our strategy, procedures, and fees so you get the data integrity you need from all your digitized documents.

 

Paper medical records are cumbersome to keep and store. Often they are filling up filing cabinets and taking up valuable office space. Paper records are also susceptible to any fire or water damage. 

Paper records can also be harder to keep in compliance with HIPAA laws. The way to avoid all of these problems is through medical record scanning. Medical record scanning allows all the paper patient charts to be transferred to electronic health records.

At River City Data, we are here to help you with all of your medical record scanning, organization, and indexing needs. We are a Kofax Capture Certified Document Conversion Center that is HIPAA certified.

 Our team has gone through extensive background checks. Your company’s security is our number one priority.  

What is an EHR?

EHR stands for Electronic Health Record. According to HealthIT.gov, an Electronic Health Record (EHR) is a digital version of a patient’s paper chart. EHRs are real-time, patient-centered records that make information available instantly and securely to authorized users. 

Differences between paper charts and electronic charts? 

Patient paper charts have a set of shortcomings. One physician can only view paper charts at a time in one office. 

When other medical professional needs access to the patient’s medical records, the file has to be copied and delivered to the new location. Limited access can cause problems in emergencies, especially if the treating physician does not have access to the Patient’s file. 

Another downfall is the costs that an office can incur with paper charts. There are costs of ink and paper for printing the charts. There is also the financial aspect of having a paid administrator to organize, locate, store, copy, and deliver health records. 

Hard copies can also lead to fragmented documents and gaps in recoded care. A specialist might make updates to a patient’s chart at a different location. The updates usually don’t get added to the patient’s file at his regular doctor’s office. 

Contrary to electronic health records, a patient’s chart is accessible to many physicians in real-time. Switching to an electronic health record reduces the gaps in the patient’s medical history.  

An electronic system allows doctors to see the patient’s lab and test results as well as x-rays or any significant medical history. A computerized system is insurmountably safer than paper charts when it comes to patient care. 

What Are the Benefits of Outsourcing Medical Record Scanning to River City Data?

  • Our process is smooth and through, and we are happy to work on your timeline.
  • Our team of skilled professionals has designed the process to maximize the quality of your images and always double-check for data accuracy.   
  • We have the highest standards when it comes to quality control. We take pride in our work and strive to deliver the best product to you. 
  • We have a multitude of high-end scanners that are capable of digitizing a variety of documents with high-speed scanning abilities. 
  • Our clerical team is highly skilled and capable of handling all types of documents, even weathered and worn documents. 
  • Security is our number one priority. Our staff members are all HIPAA certified, fingerprinted, and have put through background checks and BCA approved. 
  • We scan all of our documents onsite and are capable of scanning a variety of records. Records including Patient’s labs, microfilm/microfiche, x-rays, EKG/ECG strips, physician notes, fetal monitoring strips, etc.   

Medical Records Scanning

At River City Data, we are HIPAA certified and ready to handle the process of scanning your medical records. We will ready your documents to ensure that they are the best quality possible. 

Step 1: Prep for Scanning 

  • Remove all paperclips, staples, sticky notes, etc. that could mess with the quality of the digital copy 
  • Check the documents for any damages that might need to be repaired
  • Count and verify the number of documents
  • Straighten out all the paperwork and remove any folds or creases to ready them for the scanner
  • Organize the documents to make sure they’re all in order and streamline the scanning process
  • Double-check to verify the documents are in the correct record.

Step 2: Indexing

  • Index all of the documents by type
  • The documents are indexed to make them easily searchable once they are electronic 
  • Verify the correct patient information
  • Ensure that the patient listed on the paper chart matches the information on the EHR.

 Step 3: Record Scanning

  • Leaf through all of the documents and shake them to ensure that all staples and paper clips have been removed
  • Choose the appropriate scanner(s) to complete the project
  • Clean the glass of the scanners to make sure that the digital copies are as clear as possible
  • Begin scanning the documents while watching the quality of the electronic copies on the screens

Step 4: QA Checkpoint 1

  • Remove any blank pages
  • Verify all document thumbnails match
  • Organize and re-index documents as needed
  • Flag and rescan any necessary documents

Step 5: Data Entry

  • Review all of the indexing
  • Enter data into the correct fields
  • Ensure consistency between documents

Step 6: QA Checkpoint 2

  • Another of our HIPAA experts will ensure that data is correct
  • Ensure all rescans have been completed
  • Double-check for all accuracies
  • Scan all large documents, photos, microfilms, and other exceptions 

Step 7: Deliver Documents 

  • Transfer the files to a USB, hard drive, CD, DVD, FTP, or upload to a cloud
  • Ensure media content is congruent with the company’s needs
  • Upload all of the data to the client

Step 8: Complete the Process

  • Prepare and send our invoice 
  • Either return original documents or send them to authorized destruction
  • Send all data to a secure backup system

 Making the Switch from Paper to Electronic

When you are used to an old paper system, it may seem like a daunting task to switch to EHR. However, making the switch benefits both the patients and the providers. With today’s technology, it has never been more simple to make the switch.

At River City Data, we can guide you through the switch. We will help step you through the process and address any concerns that you may have. Contact one of our experts today to help get you started on the process.