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Archiving Medical Records by Scanning

Archiving Medical Records by Scanning. John Ryan, MD. Is it practical for a medical office to scan records?. Legal status of scanned records Florida Department of Health, Board of Medicine: “adequate written medical records…at least 5 years” Florida Department of State

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Archiving Medical Records by Scanning

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  1. Archiving Medical Records by Scanning John Ryan, MD

  2. Is it practical for a medical office to scan records? • Legal status of scanned records • Florida Department of Health, Board of Medicine: • “adequate written medical records…at least 5 years” • Florida Department of State • “…non-erasable optical images…have the same force as the originals…and shall be treated as originals” • Federal Uniform Rules of Evidence • Federal Uniform Photographic Copies of Records Act

  3. Is it practical for a medical office to scan records? • Improved Technology

  4. USB 2.0

  5. Flat bed scanner

  6. Sheet fed scanner

  7. Considerations • Cost • Size • Compatible • Speed • Ease of Use • Output • Standard, Sharing (PDF) • File Size • Unalterable

  8. Fujitsu ScanSnap S500

  9. Cost (www.scantastik.com)

  10. Fujitsu ScanSnap S500 • Compatible with Windows (XP, Vista), MacOS 10.4, USB 2.0 • 18-20 pages per minute • Duplex (scans both sides in a single pass) • 50 document feeder • PDF output (Adobe Acrobat included) • OCR software creates “searchable PDFs”

  11. Size

  12. Scanning documents

  13. Documents scanned appear as PDFs in Adobe Acrobat, and may be searched, printed, faxed, etc.

  14. Practical matters: The ScanSnap fits in the top of a copy paper box to collect paper punch during scanning.

  15. Our results • Average 2-3” chart = 50-60 MB • Software allows viewing or printing individual pages from any PC on office network. • Archive onto hard drives or NAS drives

  16. Archiving on CDs or DVDs • 10-12 charts per CDR (700 MB), 80-90 per DVD-R (4.7 GB)

  17. Release of Information Requests

  18. After 8 months

  19. Archiving records by scanning • Improved patient care • Prompt access to old records • Sharing records • Multiple digital copies • Avoid loss or damage • Creating digital records as a step toward a future EMR for your practice

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