Home Forums Discussions General Discussion Scanning old Charts

thanks to everyone's help on the user board, the group is willing to give scanning the old charts from storage into the computer a try.

here is the question: did anyone find that scanning older charts into the computer really slowed things down? we are talking about close to 500 charts? we will immediately deactivate the expired patients, but did this take a big toll on the computer?

if so or if anyone has any recommendations, is there a file we can keep it under so that we do not need to enter them into amazing charts? thanks!

I scanned in like 1500 old charts - no big toll, Imported item / full backup is 35 gig which is a pain, but not real issue.

We noticed no difference. We scanned into PDF files in a separate folder on the server, not into AC. It tied up a workstation for the person scanning, but did not affect others.

And, congratulations. Next: the shredding!!

yes! the shredding! we are going to have some serious paper to shred. but the thought of getting rid of the storage space is worth it in the long run.

perhaps we will just install the files into the computer and save them on a seperate hard-drive rather than importing them into AC.

We have been open for over 20 years and are scanning in all current patients charts as they come in for an appointment. (some patients have a couple charts which we are choosing not to scan old ones in but noting in AC that older records are available)

I recommend purchasing or leasing a high volume scanner if you have a lot of charts like we do. It helps tremendously. Otherwise the Fujitsu Snapscan is great for front desk scanning. Since we started in October 2011 we have added a new server which helped up a lot. We had problems with AC not responding when scanning and seeing patients at the same time with AC before we got on a server.
Good luck!

Real soon now, I'm going to fire up my PTO-driven chipper shredder, (attached to my tractor, chomps 6in thick tree limbs), and then my bobcat bucket loader to transport the 3 pickup truck loads of ancient charts over to the tractor, and make confetti.

As you scan, and before you shred, you might want to verify that you have definitely scanned the initial evaluation.

Maybe there is another really important part of the scanned chart, but that is the only one that I would really miss. Insurers can want a copy of the initial evaluation from 5 years ago to justify authorizing a new treatment. It's usually not a problem if an old progress note is missing.

Remember, the reason we "want" to have a copy of old records is to help defend our self in court.

The first batch of ancient charts are patients who have died > 3 years ago, usualy much more.
2nd batch will be those not seen in last 7 years (no peds).
as in this post about staff not wanting to get rid of paper it may be yesterday's charts, real soon.

we scanned 2,000 patient charts four years ago. No computer slowing issues

Roger,

Sounds like a great idea. I have used my old charts to start campfires!

Leslie,Roger,
The advantage of using a mobile document shredding service, like Shredway, is you don't have to disassemble the chart. Their monster takes the whole chart, including staples, metal binding clips, the works. I think even the PTO chipper will get issues with the strips of metal winding themselves around the shaft. It was way worth farming this out. Although I admit there are a number that I would love to destroy personally.

David, it would be neat if some lawyers who specialize in suing physicians for malpractice were hired to feed those old charts into this shredding device and then accidentally fell into it. It would probably not even make a mess since many of these types are heartless (thus maybe they are bloodless??) haha, just sort of kidding (in case the FBI is reading this post)

Well, actually David, one of my employee's husband actually owns a company that makes industrial grinders. So, when they want to demo their product, my employee will take a batch of charts to them and guards them (watching out ever so cautiously for the HIPPA police) until they are fodder. The company then gives a receipt stating they have destroyed charts on such and such a date. Pretty handy.