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Scanning Creates Secure Document Archive for Bustling Medical Practice

Like many medical practices, Platte River Medical Clinic in Brighton, CO, utilizes an electronic medical records (EMR) system.  Even though the family and occupational care practice is managing the majority of its patient information electronically, there are still paper records to consider.

For instance, when Platte River Medical acquired another practice in 2010, the acquisition came with boxes of records for patients for whom Platte River would be providing medical care. There were also paper charts documenting years of patient care prior to the acquisition of the other practice. 

Paper files were dispersed across two locations making it difficult to quickly locate records. In addition, many were filed in sealed boxes stacked along the hallways of the practice.

“It was a nuisance and an overall a mess to see,” says Shawn Weaver, office manager at Platte River Medical.  “It was also a waste of office space we desperately needed for our busy practice.”

Platte River engaged D2Xchange to scan their paper records.  Once scanned, records were indexed with meta data including patient name and date of birth for easy identification and retrieval in the future. Scanned and indexed files were then burned to a duplicate set of password-protected CD-ROMs.  The files have also been saved to the server for easy access from secure work stations. 

“I really like the convenience of two discs,” Weaver says. “We store one set onsite with a duplicate set stored offsite. This gives us a secure back-up in case of fire, flood or other disaster. Because the discs are password protected, I have peace of mind that the confidential information they hold is secured.”

Even after converting acquisition-related and historic files, Platte River Medical has found they have ongoing scanning needs. 

“We frequently receive paper files from other medical offices referring patients to us,” Weaver says. “It’s good to have a reliable scanning partner to ensure that these incoming documents are routinely added to our electronic archive.”