"We relieved our records management pain using e-archive from Fraser."

The Customer
Comprehensive Pain Centers is a regional facility providing state of the art multidisciplinary team approach to the identification, diagnosis and treatment of chronic pain.

The Challenge
Comprehensive Pain Centers wanted to maintain their patient records indefinitely but had outgrown their available storage space. Space restrictions, in addition to the Health Insurance Portability and Accountability Act (HIPAA) security regulations, encouraged the Pain Centers to investigate digital document storage for their inactive patient files.

The Solution
Fraser implemented a solution using e-archive, Fraser’s automated scanning, image enhancement and indexing software, to digitalize, index and store the patient
records.

Each patient’s file, containing pages of random length and width, are scanned using an 80 images per minute, duplex scanner, a Canon DR-3060. e-archive’s image enhancement module processes the scanned images - deleting blank pages, cropping black borders and removing specks. The files are then indexed by patient name, social security number and date of birth thereby providing a cross-reference lookup by patient.

Scanned files are periodically copied to DVD for backup and off-site storage. Each Record Year is kept on a separate DVD for purging and selective deletion in the future.

The Benefits

• Improved Patient Service - When a patient or physician calls to request old medical records, the digital image of the documentation is instantly available.
• Records can be pulled by name or year - last-seen, even in the event of a practice management software change.
• Saves Time - Staff no longer needs to search through bankers’ boxes to find an inactive patient’s file.
• Saves Space - Space formally used for patient record storage is now available for patient services.
• Security - Limited access and secured storage addresses the strict HIPAA security requirements.
• Reduced Litigation - A strict records-destruction - protocol can be easily implemented for charts over 7-years old. This can reduce both man-hours spent furnishing requests and also possibly reduce litigation through timely record deletions.

Share the knowledge, not the paper
Copying, distributing, filing and storing paper is expensive. Fraser has the knowledge and experience to automate your paper systems. We can show you how to take your existing paper documents and convert them to electronic images. Once the documents are in electronic format, we can set up automatic work flows that automate delivery of the documents to people who need them.

Call us for more information. See how your organization can increase efficiency, lower costs and improve document security by using Fraser to automate your paper systems.