Archiving Medical Records by Scanning

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Archiving Medical Records by Scanning

• John Ryan, MD

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Is it practical for a medical office to scan
records?

• Legal status of scanned records
• Florida Department of Health, Board of Medicine
• adequate written medical recordsat least 5
  years
• Florida Department of State
• non-erasable optical imageshave the same force
  as the originalsand shall be treated as
  originals
• Federal Uniform Rules of Evidence
• Federal Uniform Photographic Copies of Records
  Act

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Is it practical for a medical office to scan
records?
Improved Technology
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USB 2.0
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Flat bed scanner
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Sheet fed scanner
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Considerations

• Cost
• Size
• Compatible
• Speed
• Ease of Use
• Output
• Standard, Sharing (PDF)
• File Size
• Unalterable

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Fujitsu ScanSnap S500
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Cost (www.scantastik.com)
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Fujitsu ScanSnap S500

• Compatible with Windows (XP, Vista), MacOS 10.4,
  USB 2.0
• 18-20 pages per minute
• Duplex (scans both sides in a single pass)
• 50 document feeder
• PDF output (Adobe Acrobat included)
• OCR software creates searchable PDFs

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Size
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Scanning documents
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Documents scanned appear as PDFs in Adobe
Acrobat, and may be searched, printed, faxed, etc.
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Practical matters The ScanSnap fits in the top
of a copy paper box to collect paper punch during
scanning.
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Our results

• Average 2-3 chart 50-60 MB
• Software allows viewing or printing individual
  pages from any PC on office network.
• Archive onto hard drives or NAS drives

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Archiving on CDs or DVDs

• 10-12 charts per CDR (700 MB), 80-90 per DVD-R
  (4.7 GB)

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Release of Information Requests
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After 8 months
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Archiving records by scanning

• Improved patient care
• Prompt access to old records
• Sharing records
• Multiple digital copies
• Avoid loss or damage
• Creating digital records as a step toward a
  future EMR for your practice