Paper Records Management

ScanSnapix500Our patient management systems allows you to electronically store your paper forms and records directly in the PaRIS database with all your other patient records.  You can store the paper patient forms, x-rays, prescriptions, and hand written notes.  In most cases these imported paper records are automatically connected to the correct patient making this storage option quick and easy.

The Process

The process is fast enough that you may want to make use of the volunteers helping at your clinics to process the paper forms during your clinics.  Don’t wait until days or weeks later to store your forms. To do this you will be using one or two document scanners.  I am using a ScanSnap ix500 (about $400) but many types will work.  The patient paper records, including prescriptions, x-rays, and patient notes, are first scanned to PDF files on a laptop.  You can probably scan about 350 to 400 documents, front and back, per hour with this ix500 scanner.  For larger clinics you might use two scanners?

The second step is to open PaRIS and import the documents in bulk directly into PaRIS.  You are not importing documents one at a time but rather 40 or 50 at a time.  So the whole process is very quick.  And since these documents are automatically associated with the correct patient this is a very quick process.

Time It Takes

If you clinic is helping 300 dental patients, 200 vision patients, and 100 medical patients you may see 1000 pieces of paper that day.  With dedicated volunteers you should be able to process these records the same day as the patients are finished with their services.

Using The Documents

The scanned documents are stored as PDF files directly into the encrypted PaRIS database.  To use them you just search for the patient and open their associated “paper” forms.  PaRIS opens them as PDF files making them easy to print or email to a doctor’s office for a referral. Or you may have need to email to a patient.



The PaRIS system allows you to pre-print hashtag values (like #Dental or #Vision or #bloodwork) on the forms in certain areas of the page and these values will be OCR extracted from the forms and used to identify the saved document.

Training Videos

Step 1: Scan patient forms from Mike Whaley on Vimeo.

Step 2: Import patient records into PaRIS from Mike Whaley on Vimeo.