medical record scanning

 

Medical record scanning for the NHS and private healthcare sector

Pearl Scan’s medical document scanning service has helped thousands of NHS hospitals, GP surgeries, private medical trusts and dental surgeries to improve their patient record keeping. By switching to a digital record archive system, healthcare organisations can benefit from fast and easy access, secure backup and complete disaster recovery. Scanning patient records saves time and money on administration, management and storage. Our confidential patient records scanning service also meets compliance standards.

We offer a complete scanning service for all medical documents, including:

  • Patient files (including Lloyd George Envelopes)
  • X-rays
  • Financial documents and invoices
  • Correspondence

OCR and indexing of patient records

medical record scanningWhen scanning thousands and thousands of medical documents, it is important to keep them ordered once digitised. Indexing allows the digital files to be sorted by unique identifiers, such as name, patient number, NHS reference number, or even titles of folders. Sections can also be sub-indexed or categorised into different document types in a PDF file to make the search process as simple as possible.

 This is a recognised way for documents to be stored, which staff should already be familiar with. Most clients choose to index NHS medical records as follows:

  • Patient Name
  • Patient ID
  • Doctor or Consultant Name
  • Reference number (for X-rays)

At Pearl Scan we can also make medical files fully text- searchable, using OCR (Optical Character Recognition). This ensures PDF files can be searched instantly for significant words, allowing staff to type keywords, names or reference numbers and be presented with all files containing such data.

At Pearl Scan we can also make medical files fully text-searchable using OCR (Optical Character Recognition). This ensures PDF files can be searched instantly for significant words, allowing staff to type keywords, names or reference numbers and be presented with all files containing such data.

In a healthcare environment this OCR can be used to find all patient files for a particular family, search by year, month or relevant date and collate data about certain illnesses and treatments. Find out more about OCR scanning and conversion.

How can electronic document management improve the NHS?

The NHS has a target to be completely paperless by 2020 – which means all departments need to be considering scanning medical archives and updating to a digital record system. By scanning medical records into an electronic format, NHS staff will be able to:

  • access all files from their desk, with faster retrieval of information.
  • search instantly for any particular patient record by typing in the name, date of birth etc.
  • create more space by removing hard copy files.
  • send medical files quickly and efficiently between departments.
  • reduce time spent on admin and give more focus and attention to patient care.

Doctors and nurses also won’t have to worry about patient files getting lost or misplaced, as there will always be a secure backup copy. All in all, by using an electronic document management system, hospitals and surgeries can become more efficient which will lead to an improved level of care. 

Why choose Pearl Scan?

Pearl Scan Solutions has been working with the medical sector for over a decade. We have assisted NHS departments and private healthcare trusts for many years, so understand how to deal with confidential and sensitive data. Fully accredited by quality management, data protection and security policies, our solution has been trusted by hundreds of healthcare providers.

We offer a fast and secure collection service, and can even collect your folders and archives the same or next day from anywhere in mainland UK. Once all your hard copy patient medical records have been transferred to digital copies, we can either store the paper records, send them back to you or arrange for them to be securely shredded.

Free Document Management software (Halogen)

We have developed our very own image search software which is included free of charge with any bulk medical record scanning project. The search and retrieval software makes searching through and viewing files even easier and faster for NHS staff, making it the perfect solution for NHS departments looking to switch to digital operations.