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The process for converting charts from a paper based system is relatively simple but can be very labor intensive and expensive if your charts are not properly organized.
- Prepare Charts For Scanning
This is the most labor intensive part of any file conversion. The more staples and fasteners that are used in a chart the more labor it takes to prepare the chart for scanning. Special file dividers and proper fasteners are a key component in the preparation process.
- Scan Charts
The speed and quality of the document scanner and scanning software will greatly impact your imaging performance and quality.
- Index Charts
Images are indexed with the patient information for importing into your EMR system.
Many EMR systems will allow you to scan directly to the patient’s electronic chart but this process can be extremely slow and painful. If you chose to convert your own charts, a typical practice can expect to utilize the equivalent of at least one full-time employee to manage the daily demand of converting charts as the patient’s are scheduled. Larger practices will require more resources. The most cost efficient way to convert paper charts is to create a “production scanning environment” or outsource all or a portion of this process. In most cases, out-sourcing the bulk of your chart conversion is more cost effective and less painful.
How you organize, inventory, label and barcode your charts today can greatly reduce the time, expense and frustration of a typical paper-to-electronic document conversion.
- First, evaluate your current chart and divider system with a Conversion Specialist. If you are using “file-backs” you may want to consider using a “docu-clip” system with bar-coded dividers. Other folder accessories such as pockets can also become your ally during the conversion process.
- Next, incorporate a simple, inexpensive chart labeling and tracking system that will color-code, barcode and maintain a database of all your charts. Most systems will match your existing color-coding and are quick and easy to implement.
As your practice schedules appointments, existing charts as well as new charts can be quickly reorganized and properly bar-coded with the Electronic Friendly Chart solution. Once you have implemented an EMR system your most active charts are ready for the conversion. Documents can now be easily removed from the paper chart, scanned with little or no preparation and will be automatically indexed using the barcode system. Older, inactive charts can be quickly inventoried to boxes and stored as needed.
Whether you are imaging your own documents in-house or out-sourcing these services, having your charts properly organized will save your practice 30%-50% of the total conversion costs.
- Electronic Friendly Charts are affordable, easy to implement and simple to use. In many cases, the cost to maintain an Electronic Friendly Chart Solution costs less than the traditional chart systems and is guaranteed to save your practice time and money during the conversion process.
- Out-sourcing the paper conversion becomes more cost effective because the most labor intensive functions such as chart preparation and indexing, have already been completed by your own staff on a daily basis. In addition, the high-speed document scanners used by the professional imaging companies will cut your cost in half without the expense and headaches of investing in “production” scanning technology.
- With an Electronic Friendly Chart Solution there is no need to invest resources in converting inactive charts. Inactive charts can be quickly inventoried and stored in boxes more cost effectively until needed or properly destroyed.
Whether your practice is implementing an EMR solution next month or next year, your practice can benefit from an Electronic Friendly Chart Solution today. Contact local Medical Chart Manger Specialist today for a 30-day, no-obligation, free trial.
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