Medical Records Conversion
Patient Charts
The New England Journal of Medicine estimated that of every dollar spent on healthcare, 31 cents is on administrative costs.
Paper-based files are often lost or misfiled. It is not uncommon for a patient's chart to be in the trunk a doctor's car. It's estimated that physicians see patients up to 40% of the time without a complete chart and only one person can access a paper-based file at a time
HIPAA provides patients with the right to inspect their records for six years. Aside from the considerable space they consume, there are no backup copies.
Dedication to Quality
Although patient chart conversions can vary from hundreds of thousands of images to millions of images, we fully understand that any page may become critical when researched. Every page must be as legible as the original, no pages can be omitted and the data entered to identify the patient must be accurate. These three essentials have driven our focus on document scanning and conversion quality control over the years. Every microMEDIA document scanning and conversion proposal details the steps we take to assure compliance.
Flexibility
Our approach to digital conversion procedures and workflow is customized to meet each client's specific requirements. We do not have a standard "out-of-the-box" approach. We take whatever time is necessary to understand a client's objectives, timeframe, budget and any computer or manual systems that may need to interface with the scanned documents. A few of the alternatives we offer are:
- Backfile scanning - One file per folder / One file per document / One file per document type
- Ongoing document Scanning - Daily / Weekly / Monthly
- Web Hosting
- Optical Character Recognition (OCR)
- Color Scanning
- PDF output
- Upload to client's imaging system
- Delivery in DVD, External Hard Disk, Secure FTP
Onsite Specialists
Approximately two-thirds of our document scanning and conversion projects are done at our clients' facilities. We have several teams of onsite technicians that are experienced in working at customer sites, including the installation of scanners, PCs, Servers, mini-networks that are not connected to client systems. We are able to maintain high volume production while accommodating document requests, customer work schedules, etc. Customers who prefer to have us pickup their charts and other documents can save cost by having the conversion done at microMEDIA.
Vendor Independence
microMEDIA is exclusively a document conversion service bureau. We do not sell hardware, software or consulting. This philosophy allows us to work with any existing or planned imaging system. As new scanners and software become available, we're able to select the "best-of-breed" for our own use. We thus have no incentive to convince our clients to acquire a specific product.
HIPAA Compliance
Confidentiality of Medical, Personnel and Financial Records has been paramount to our operations for years prior to the introduction of HIPAA. All new microMEDIA employees pass background and drug tests, including temporary workers. Our own trucks and drivers provide added security. We typically sign client confidentiality agreements, employ video monitoring of our environment, which has strict entry requirements and operate in a security monitored building. Our complex network is protected through Checkpoint monitoring. Our CIO is Security Certified.