Top 5 Benefits of Using ChartWorx to Scan Medical Records

December 10th, 2012

Electronic Health Record (EHR) adoption is growing nationwide. According to the Center for Disease Control & Prevention, 55% of physicians had adopted EHR systems in 2011. About three-quarters of those adopters reported that using their EHR system resulted in enhanced patient care.

However, in order to fully maximize the benefits of these computerized systems for maintaining patient data (also referred to as Electronic Medical Records (or EMRS)), medical practices need to scan their existing paper charts into the system. A hybrid model – with both paper charts and new digital data – can be confusing and lead to inaccurate record-keeping.

To help practices digitize their paper charts during the EHR/EMR transition, OptiScan developed ChartWorx, an on-site scanning and processing appliance enabling our document experts to quickly organize, barcode, scan and process medical charts. We have the capability to scan thousands of charts a day, each optimized for image quality and size. Key benefits include:

  • Charts Stay on Location – With ChartWorx, all records stay on site. No chart leaves the facility until the practice approves destruction. This is especially important, as many other document conversion companies will ask you to ship your charts to another state. That can create an obvious problem when those medical charts are needed for emergencies.
  • Flexible Filing Options – We can adapt the conversion to fit any practice’s filing system requirements. You let us know the sequence of how charts are processed, and we make it happen.
  • First-Rate Communication – The web tools within ChartWorx provide you with a real-time snapshot of our progress and allow for on- and off-site management of the job. Reporting and statistical metrics are gathered every step of the way.
  • Small Office Footprint – Our computer, scanner and document experts take up very little space in your facility. They can work alongside your staff and ensure your operations aren’t disrupted during the conversion.
  • Admin Collaboration – We have the ability to work closely with administrators to pull charts, train them on tools, and come up with workable solutions to any challenges that may arise.


To learn more about ChartWorx, call Optiscan at (800) 369-5997 or fill out our online form.


Should We Scan Everything?

August 5th, 2009

Over time, companies can become bogged down with paper archives. It is not uncommon to find that some of the paper found in these archives is irrelevant to the business. One of the most important decisions when transitioning to a digital record system is deciding what to scan. Initial digital record system implementation provides a perfect opportunity to digitize and simplify these files. Digital record management companies, such as OptiScan, can use their years of experience and highly trained professionals to help you determine the best approach for your company.

Some businesses elect to scan their entire archive. This is the easiest and fastest approach, but it can also be the most expensive as most jobs are priced based on the overall scanned page count of the project. However it is the most efficient, as it allows for files to be prepped in a standard manner (e.g. insertion of barcode sheets, removal of staples and paper clips, taping down of smaller sheets which can jam the scanner) without sorting through the paper content.

Other businesses will elect to scan designated sections and data from each file. This approach requires more time, as the preparation process is more time intensive. Preparation of the files requires a more detailed review of the files to ensure that the correct data gets scanned. This will increase preparation time of each file and increase the overall timeline of the project.

There are both advantages and disadvantages to scanning designated portions of the files. One of the advantages is that with the elimination of useless pages, the files become smaller and easier to manage. The relevant data becomes easier for office staff to locate, requiring less search and retrieval time. Smaller files also take up less computer storage, allowing data to be stored in smaller servers. However, there are also several disadvantages to this approach. The first is the accuracy of the sorting. While scanning companies employ trained professionals to complete the assigned tasks, they are not professionals in your business and mistakes related to business content can be made when prepping the files. Another disadvantage is the increased preparation time which can extend your project scanning timeline.

The decision to scan an entire file versus a partial file should be carefully considered. While it may appear that eliminating the useless pages would lead to less overall pages being scanned, thus lowering your cost, this if often not the case. In most cases the cost is simply shifted from the scanning to preparation portion of the job. On the other hand, eliminating the useless pages during the scanning process will ultimately lead to smaller, more concise files. The pros and cons should be carefully considered when deciding what to scan.



3612 W Dunlap Ave, Suite A
Phoenix, Arizona 85051

© 2010 OptiScan Inc. All rights reserved.

(602) 789-7800
(602) 298-9546