.

Call Now 703-327-1800

Contact    Blog       About     Resources      Medical Billing Services

  

Save Space, Time and Money: Outsource Medical Record Scanning

Health Insurance Companies Process 1 in 5 Claims Wrong

Scanning medical records makes retrieval fast and easy for medical staff

WASHINGTON, DC – A major problem in the physicians’ office is storage of medical records. These medical records run the gambit from medical billing records such as EOBs, encounter forms, patient registration forms and insurance cards to full thick medical charts.

Boxes and piles of these old documents usually fill closets, are under or next to desks, or stacked high in the hall just getting in the way. They can’t be discarded because your staff needs to access them for insurance follow-up or when patients request copies of old medical records. Storage units along with physician basements or garages (which are not HIPAA compliant) may be storage options but are not quickly or easily accessible.

On top of that, those records are legal documents that have to be retained for up to 10 years. This archiving of records can result in what could become hundreds of boxes of documents that will accumulate over the years and take up more and more space. One solution that has become practical and cost effective is to digitize, or scan documents, into electronic storage. Now you can store all those boxes of important documents from the last 5, 10 or 30 years, and the years to come, in one location that does not take up any space, the internet.

The preferred way to store your records is digitally. And the best way to do that is by outsourcing your scanning. With a phone call an electronic document storage company will come out and pick up all your boxes of document. They will scan them into their secure servers and index them for easy retrieval. Documents can be indexed by a variety of criteria; by patient name, date of birth or account number. Once all the records are scanned the original paper records can then be shredded.

The scanned records are immediately available for viewing at your location usually through a secure web portal that you can access with a standard web browser such as Microsoft’s Internet Explorer. You are not only able to view the records but you can also print the entire record or just one page. Each of your locations can have access to the records through the encrypted, password protected, web portal. The cost of such a service is typically, a fee per page or chart, and then a monthly access and storage fee.

Can you scan documents in your own office? Sure, but lets look at the cost. Even a small practice will need a high speed scanner. A scanner from the local office supply store may be good for scanning insurance cards but it cannot handle the volume of medical records that will need to be digitized even in a small office. Good scanners that can handle 90 pagers per minute, front and back, start at about $6,000. Add to that the cost of a file server with lots of storage. That sever should be equipped with multiple hard drives (RAID) incase one hard drive fails.

A tape drive for daily backups is a must. Expect to pay between $3,000 to $5,000 for a decent server. You still have to purchase a software database in which to store your files on the computer. At one end of the scale a simple database from a small company such as E-Drawer can be had for about $2,000. On the other end, Captaris offers an outstanding product but will set you back about $25,000.

Hold on, you are not finished yet. Don’t forget you still have to have a technician install and add your system to your computer network. Then you will have to maintain the system and pay a person to scan. For a larger practice you may have to purchase two scanners and pay for more staff. The originals will have to be shredded. This may or may not be cost effective.

Scanning is an excellent solution to getting rid of all those boxes full of charts, EOBs, fee tickets and other documents that are stored around the office or off-site that must be retained for years. Many electronic data storage companies make it not only simple but cost effective for small, medium and even large medial practices to outsource their scanning. The archived documents can then be easily accessed by the medical staff via the internet.

About Manny Oliverez

Manny Oliverez is a Certified Professional Coder (CPC) and the Director of  Operations for Capture Billing & Consulting, Inc., in South Riding,  VA and provides outsourced medical billing services for physician offices. If you  would like more information about improving your accounts receivable or  other practice management and billing issues, contact him at  (703)327-1800.

is a 20 year veteran of healthcare having managed medical practices. He advises medical practices, physicians and practice administrators on how to run their practice and manage their medical billing and revenue cycle management. Manny speaks, blogs and makes videos at www.CaptureBilling.com, a blog that is tops in the medical billing and coding field. READ MORE

If You Liked This Post You Will Love These

Leave a reply

Who Are We?

Capture Billing helps medical practices by reducing their insurance accounts receivable and getting claims paid faster, allowing doctors to focus on providing quality healthcare to their patients without the stress of doing their own medical billing.

That’s why we developed Capture Billing’s Rapid Revenue Recovery System to keep our clients’ Accounts Receivables down and their revenue flowing.

Learn More

Disclaimer

The analysis of any medical billing or coding question is dependent on numerous specific facts -- including the factual situations present related to the patients, the practice, the professionals and the medical services and advice. Additionally, laws and regulations and insurance and payer policies (as well as coding itself) are subject to change. The information that has been accurate previously can be particularly dependent on changes in time or circumstances. The information contained in this web site is intended as general information only. It is not intended to serve as medical, health, legal or financial advice or as a substitute for professional advice of a medical coding professional, healthcare consultant, physician or medical professional, legal counsel, accountant or financial advisor. If you have a question about a specific matter, you should contact a professional advisor directly. CPT copyright American Medical Association. All rights reserved. CPT is a registered trademark of the American Medical Association.

Learn how to outsource your Medical Billing today

CALL NOW  703-327-1800

Client Testimonials

Bob Laird

OBGYN COO

I would recommend Capture Billing to anyone who needs a billing company they can trust.

Bob Laird

Steve Rex

Family Practice

In a six month period Capture Billing increased our Practice’s income by over $100,000.

Steve Rex

Julie Reed-Humeniuk

Family Practice

Capture Billing goes over and beyond the call of duty for their clients to maximizing reimbursement.

Julie Reed-Humeniuk

CaptureBilling.com - Medical Billing Services

Capture Billing is a Medical Billing Company based in South Riding Virginia.

Join the other Doctors and Practice Managers that have benefited from our expert medical billing services.


Capture Billing & Consulting Inc.
25055 Riding Plaza #160
South Riding, VA 20152
Phone: (703) 327-1800

MENU