e-Newsletters: Going Paperless, Going Green

There are a number of ways to answer these questions. In this issue, we’ll take a look at just one example of why it makes a lot of sense to turn paper records into digital records.

This example focuses on medical digital records, but the insights can be applied to any industry.

First, we’re talking about DIGITAL records, not electronic medical records.

Electronic medical records (EMRs) can be cumbersome and limiting. They involve investing in a complex software system that requires extensive training and data entry. Plus, they include disease templates that can force doctors down a certain diagnostic path. Doctors often find that patients need customized diagnostic workups, so templates can be unwieldy. In a recent healthcare news story, Dr. L. Gordon Moore was quoted as saying, "When you put an EMR into a primary care practice, your life is hell for the next year."

Plus, EMRs can actually sever doctor-patient relationships. The New England Journal of Medicine recently noted, "The humanistic depiction of the electronic medical record contrasts sharply with the experience of many patients who, during their 15 minute clinic visit, watch their doctor stare at the computer screen…This is perhaps the most disturbing effect of the technology, to divert attention from the patient."

In contrast, digital medical charts and business files allow you to conduct your work flow YOUR way.

Digital documents look and act like your own paper records, except you use them on a computer. Matt Ethington, president of simplifyMD, explains how it works.

"A digital medical chart looks like a folder on-screen, with ‘tabs’ you’d expect to see in a medical chart. When you click on a tab to see what’s inside, it contains PDFs or other digital versions of your handwritten notes, x-ray images, contact records, transcriptions, forms and more. Faxes are downloaded directly into digital charts and stored as PDFs that look exactly like the originals. No confusing software; no rigid templates, and no more paper faxes to lose or copy."

Best of all, your existing paper records can quickly become digital records, ready for online access and use.

There’s really nothing to scanning paper files and converting them to digital documents. You can do it yourself or outsource that task and be digital in just a few days. No extensive training, no data entry, no special software to buy. Once your records are uploaded into digital files, they’re available online for authorized individuals to access simultaneously from anywhere.

Just think of how this could eliminate wasted time spent on finding and pulling charts, walking them around the office, copying them, faxing them, mailing them, etc.

And, digital medical records can be saved in all kinds of HIPAA-compliant formats, including PDF, the most common format worldwide for storing scanned images and the approved standard for health institutions. For those without Adobe Reader™ for PDFs, it’s free and readily available so no special software or complexity is required to view the records.

Time Magazine answers the question, "Is it worth it?"

A March 2008 Time Magazine article titled, "Medical Records Go Digital," describes several dramatic benefits of digital records:

"Studies consistently show that the (digital) practice saves as much as $33 per patient visit and has all but eliminated overtime for its physicians and nurses."

Here’s how digital records are helping thousands of practices every day:

A healthcare provider can easily share digital records with a consulting physician or a hospital.

Digital charts are secure (in some cases more secure than paper) because they require passwords for access.

Everyday tasks (such as finding, filing, disassembly, copying, faxing, reassembly, and moving copies from desk to desk, person to person) are automated, saving significant time and money. You can choose to print important parts of the chart to paper for those reluctant to use a computer, and other forms or reports only when needed.

Let us show you how digital records can benefit YOUR office.

Brown & Meyers can offer you a customized solution for scanning into the digital formats that work best for your office and workflow.

There are a number of options to explore, and we’d be happy to help you compare the pros and cons of each.

Contact us now to schedule a no-obligation consultation for your office.

In the Know:
Digital Records in the U.S. Army

Even the U.S. military has gone digital with its medical records.

On the Army’s news Web site, it’s reported that more than 5 million records have been uploaded into the Medical Communications for Combat Casualty Care (MC4) system.

"It’s used by all Army hospitals and aid stations in Iraq, Afghanistan, South Korea, Germany, Italy, Egypt, and also by Army Special Forces and Air Force, Navy and Marine providers in Southwest Asia…" to keep track of medical records as soldiers and military staff move around the globe.

Read the complete article on their site. You may find valuable tips for your business.

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5 Reasons to Scan with Brown & Meyers

1. Options:
   We’ll scan at your office or our facility. Either way, we do all the prep (such as removing staples and sticky notes).
2. Confidential:
   We have a solid track record of dealing with confidential documentation.
3. Your formats:
   We scan to searchable PDF files and many other formats that complement your systems.
4. Convenient extras:
   We remove wasteful blank pages when scanning two-sided documents.
5. And when you need it...
   We offer Bates stamping.

Contact us now to discuss your scanning needs!