Document Scanning Solutions for Medical Offices
The days of the medical office filled with papers and rows of medical records will soon be a thing of the past thanks to the growth in the number of document scanning solutions now available. Becoming a digital office on many levels will enhance efficiencies while reducing a wide range of expenses, minimizing mistakes that lead to more costs, and sharpening the focus on the core business. Here are some things to look for when thinking about migrating to document scanning solutions.
Document Scanning Factors
- In-house or Outsource? There are many types of document scanning solutions that you can install in-house at your medical office that automate your processes. However, this can become a substantial investment and technology often changes at breakneck speed. You may also have to think about what’s involved in training your staff to use the document scanning technology. When you have office turnover that means even more training dollars. Or, you can consider an outsource solution where you can tap into the latest technology without having to worry about paying for it or any upgrades. Also, you won’t have to factor in training costs.
- Scan and Fax or Completely Digital? Some technology offers a scan and fax method, which combines the old-fashioned paper processes with some new digital technology. With that comes a higher exposure to risk through human error and security breaches. However, if you work with an outsource company that is completely digital, you can gain back some office square footage or downsize your office by no longer having to store paper files, reduce human error through a greater digital process, and gain more time and resources to focus on your medical practice.
- A Scanning Company or a Medical Industry Scanning Specialist? There is quite a range of companies that specialize in scanning all types of documents. Many use the same equipment and have the core capabilities to handle high volume scanning projects. However, not all scanning companies understand the complex and litigious world of the medical industry that is governed by ever-changing rules and regulations of HIPAA. That’s why it makes sense to select a company that specializes in this area and has years of experience with the ins and outs of the medical industry changes, unique records process, and expanse of documents and documentation that must be indexed and managed effectively.
In Review
Here is a round-up of the main points to consider when thinking about a document scanning solution for your medical practice:
- Using an outsource provider rather than handling scanning in-house can save time and money as well as allow you to tap into the latest technology for the most efficient scanning and release of information system.
- Going completely digital versus hanging onto old paper practices can reduce human error and maximize time while saving money and helping you to prioritize your business objectives.
- Partnering with a medical industry scanning specialist rather than working with a scanning company that handles multiple industries will provide the highest level of industry expertise and knowledge about the rules and regulations, processes, and operations that make the medical industry so specialized and complex.
Fig Gungor is CEO of OneSource Document Management, a New York based company that offers a broad range of customized copy and scanning services that translate into a significant savings for insurance companies, hospitals and large medical facilities.