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 and the tpe of document (dental form, prescription, x-ray, consent form) is also automatically idenfieid, this is a very quick process.

Security and Stability

The paper patient records are encrypted and redundantly stored across three Amazon Availability Zones making it a highly available, fault tolerant, and scalable solution.   Your records are secure and safe.  No need for a warehouse full of paper records you can’t find when you need them.

Time It Takes

If your 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.  The system can literally store millions of paper records.

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.

Forms Identification

The PaRIS system allows you to describe your forms to the system so that once uploaded your forms are automatically identified.  Therefore when you open a patient’s record and view their paper documents you will see the x-rays, consent forms, vision prescriptions, medical triage documents, etc… all identified with dates and clinics.  This makes it very quick and easy to find the records you need.  Also note that since all of this is automatic you clinic volunteers do not need any special training to use the system.

Training Videos

Step 1: Scanning the paper forms

This describes how you use your paper scanner to create PDF files.  You may create the PDF or JPG file with any scanner or camera.  This demonstration shows the ScanSnap IX500, an inexpensive desktop paper scanner.  Length 6:22

Step 2: Processing the scanned paper record

Once you have PDFs or JPG images, this training video shows you how to upload them into PaRIS and get them processed.  It demonstrates the automatic patient matching process and the manual process if needed.  Length: 17:58

Step 3: Using the scanned records

This training video shows how to find and use the saved documents.  This includes searching, printing, and sending the files in an email for a referral or consultation.  Length:  5:19