Reduce Costs with Document Scanning

Having your physical documents scanned and uploaded to your computer network will provide a bigger impact on your business than just saving space and making access more convenient (although both of these are hugely beneficial to the efficiency and effectiveness of any business). Document scanning can also help to substantially reduce overhead costs.

4 Ways Document Scanning Reduces Overhead Costs

The following are just a few examples of how your business can save money by investing in a document scanning service:

1. Reduce your storage space

Physical paperwork can require a lot of storage space, especially if your company has been in business for years – paperwork tends to pile up, after all. Many businesses that have yet to digitize their paperwork often have entire rooms dedicated to document storage – rooms filled with shelves and filing cabinets overflowing with documents.

By scanning and digitizing all of your documents, you can get rid of physical copies or at the very least prevent new paperwork from adding to your storage needs. How can this save you money? You can downsize your office space, thereby reducing the cost in rent. You can also turn the rooms you were using for storage into additional office space, which could actually help you expand your business and increase revenue. For example, a medical practice could use this additional space to set up an additional doctor’s office or patient room.

2. Reduce your utility costs

Storage space is additional square footage and more square footage always carries greater costs beyond rent. Even if the room is almost never in use, your building’s HVAC system is heating or cooling it, which is a waste of energy. If you no longer need the storage space, you can downsize to a smaller building, which will help reduce energy costs.

3. Reduce your staffing needs

When you have physical storage space, it means that everyone working for you spends a lot of their time searching for documents and filing documents away. If you have a large secretarial force in charge of these tasks, then you’re spending a lot on your staff. By reducing the need to find and file documents to a simple search through your computer system that takes seconds, you reduce the need for a large staff.

4. Increase office efficiency

Not only does the ability to access documents through your computer system instantly allow your staff to work more efficiently – thereby allowing you to reduce the number of staff you need – but it can help eliminate costly mistakes. Misplaced documents are more common when physically stored, and this could hurt your business. Not to mention that trouble finding documents can slow your business down to a crawl.

Document Scanning Services in VA, DC, & MD

These are a few ways document scanning can help reduce your overhead costs. For more information about our document scanning services, contact Modern Image today.

 

Make Organizing Your Office Your 2017 New Years Resolution

Everyone has a New Year’s resolution – including business owners. In fact, one resolution that you should strongly consider making is to organize your office. This doesn’t mean just making your office less messy (although if your office is messy, then you should probably do this as well) – it means taking steps to make sure your office is run more efficiently, thereby allowing your office to run more effectively. One of the best ways that you can organize your office in this way is to invest in our document scanning services.

How Document Scanning Can Help Organize Your Office

At first glance, it may be hard to see how our document scanning and digitizing services can help to organize your office. But it can do so in a number of different ways. The following are some of the main ways that our document scanning services can help to improve the organization of your office:

1. Clean up office space

Physical documents can really pile up over time – especially if your business has been around for a while. Do you have file cabinets and shelves overflowing with folders jam packed with paperwork? If so, it probably look like a cluttered mess. Not only can we scan thousands of documents at a time so that you no longer need to store physical copies, we can also safely and securely destroy old paperwork. You’ll no longer have to clutter up your office space with old documents.

2. Make documents instantly accessible

As you most likely know, trying to find specific physical documents takes time – even if all of your paperwork is properly organized in file cabinets. And if it’s not, good luck! If you have your documents scanned, you’ll be able to find what you’re looking for right away. You’ll be able to do a simple search on your computer to pull up the document you’re looking for almost immediately.

3. Avoid lost or damaged documents

There’s always a chance that a physical document might be misplaced, damaged or lost. You could spend hours searching for a single document only to realize its not there. Looking for a misplaced document is like looking for a needle in a haystack. Not to mention that physical papers fade over time, making older documents illegible.

4. Improve staff efficiency

By making your documents instantly accessible, you increase the efficiency of your staff. They’ll no longer have to spend hours searching for documents in order to get work done. This makes them more productive as well. They’ll be able to get more work done because they are wasting less time. Additionally, you won’t have to worry about lost business because you can’t find the documents that you need for a deal to go through.

Document Scanning & Organization in VA, DC, & MD

These are four ways that document scanning can help to organize your office this year. For more information on how our document scanning services can benefit you, or for more information about our services in general, be sure to contact us at Modern Image.

 

Digital Medical Records Mandate

A few years back, the American Recovery and Reinvestment Act was passed. This act required that all public and private healthcare providers to adopt and demonstrate the meaningful use of electronic medical records by January 1st of 2014. If they were unable to do this, they would lose their existing Medicaid and Medicare reimbursement levels. Because of this act, the use of electronic medical and health records has been widely adopted throughout the entire world.

What is “Meaningful Use?”

Meaningful use refers to digital medical or health records that:

  • Improve the quality, efficiency and safety of medical services and help to reduce health disparities.
  • Improve care coordination
  • Improve population and public health
  • Engage patients and their family
  • Maintain the patient’s privacy and security

Financial Incentives

In order to encourage healthcare providers to use digital medical and health records, the American Recovery and Reinvestment Act provided numerous financial incentives. However, not implementing meaningful use of electronic medical record systems by 2015 were penalized with a one percent reduction in Medicare reimbursements.

Job Growth

The push to have more healthcare providers implement electronic health records hasn’t just resulted in better healthcare service for their patients. It’s also had a big impact on an interdisciplinary field of study known as health informatics.

Health professionals that boast the skills and knowledge required to develop, implement and manage IT software and applications related tot he medical field have already been in high demand for the past decade. That field is expected to see even more growth due to the American Recovery and Investment Act.

For example, in 2014, the U.S. Bureau of Labor Statistics predicts a 12 percent rate of growth over a ten year period in positions related to health informatics, such as medical records information technicians, computer support specialists and computer systems managers.

Digitizing Your Medical Records

If you are still in the process of transitioning to an electronic medical record system, then you’ll need to digitize your physical medical records and health documents. At Modern Image, we will securely scan all of your medical documents and digitize them, ensuring that the digital versions of your documents retain the quality of the originals. The following are the steps we take in the digitizing process:

  • We will pack all of your medical documents and transfer them to our secure scanning facility, which has been independently audited for HIPAA compliance.
  • We will use production-grade Kodak scanners to scan all of your medical documents, checking the quality of each single one.
  • We will categorize and index the documents based on your specifications so that they will be easy to organize and access.
  • We will output your documents to PDF and then upload them to your electronic medical records system.
  • We can shred your physical documents securely if needed once they have been digitized.

For more information about our digital medical record process, be sure to contact us at Modern Image today. Our scanning and uploading process will allow you to demonstrate meaningful use.

Advantages of Outsourcing your Document Scanning

document scanning in DC, VA, MD

There are a lot of benefits to scanning your company’s documents and uploading them to your computer system or to the cloud. Your documents will be much safer since there’s no risk of them disappearing or being destroyed, they’ll be easier to access through a computer system and you’ll save a ton of storage space.

However, if you’re thinking about scanning all of your documents on your own, you might want to reconsider. The following are a few reasons why you should outsource your document scanning tasks to our Modern Image professional document management service:

We’ll ensure the quality of each scan

Most businesses don’t have top-of-the-line scanners at their disposal. Even if you do, your employees may not be specifically trained to use them. If you attempt to scan your documents in-house, you may end up with several lower quality scans, whether it’s because the scanner was of poor quality or because the document wasn’t scanned right. This can be hugely detrimental for your business, especially when you’re trying to retrieve specific documents years later only to find that the copies are illegible.

Here at Modern Image, we use state-of-the-art scanners and our employees know how to use them. This means that we can ensure that every single digital copy will be of the highest possible quality – comparable to the original.

You’ll save time, allowing employees to focus on more important tasks

Scanning a few dozen documents isn’t difficult, but when it comes to hundreds or thousands of documents, you can expect to put some serious time into the process. It’s doubtful that any of your employees have the time needed to scan all of your company’s documents and that they have much more important tasks that they should be focusing on.

Not only will outsourcing your document scanning needs help to save you time, but we can accomplish it much quicker as well because of our capability of scanning in bulk; in fact, we can scan collections of documents that consist of more than 10 million pages!

We’ll upload and organize your documents as well

You can’t just scan your documents and call it a day, you have to actually upload and organize them so that you can find them in their digital format. We will index each one of your documents using a unique file name so that  you’ll have no trouble finding them.

We’ll safely return or dispose of your documents once scanned

You don’t want employees that aren’t properly trained to scan, upload and organize documents to handle documents that are particularly sensitive. We will ensure that your documents are returned to you just as they originally were before the scanning process began – meaning that they will be in the same condition and the same place. If you want to get rid of the hard copies, we can do so in a safe, secure and efficient manner as well.

For more information about our document scanning services, be sure to contact us at Modern Image.

We offer document scanning in Baltimore, Washington, DC, Northern Virginia, Maryland, and

How to Reduce Data Storage Costs

Companies that have been around for more than a few years know how important their business data is. Unfortunately, the longer a company has been around, the more data piles up and has to be stored. Even recently established businesses will soon find out that data storage may end up costing more than they first thought. Fortunately, there is a way that you can reduce the costs of data storage.

The Cost of Storing Your Data

First of all, what makes storing your data so expensive? There are a number of answers to this question. Much of the data that businesses collect comes in the form of paperwork and documentation, from signed contracts to receipts and much more. While one sheet of paper may not take up much space, thousands of sheets of paper will.

In order to store these documents, you need some sort of filing system – whether it’s in boxes placed on shelves or in actual filing cabinets. Both of these things take up space. Many companies have to take into account the space they need for storing their data when renting or purchasing property to work out of. When you add square footage to a work space, you’re adding to the overhead.

In addition to having to allocate an entire room – or more – to storing essential company data, you’ll also end up increasing the cost of the utilities. You’ll be paying to keep that room cool or warm depending on the time of the year – even if it’s not being used. You’ll also be paying for the energy needed to light the room. All of these costs can add up to a substantial part of your overhead.

Reducing Data Storage Costs

So how can you reduce these costs? You can start by having all of your physical data, in the form of documents and the like, scanned and uploaded to your computer system. Once they are properly backed up – you can either pack these documents away or have them shredded. Either way, you won’t have to store them in a place where they are accessible to employees since your employees can simply access them through their computer.

If you’ve already got your data uploaded to your computer system, but are using hundreds of external harddrives to hold all of your data, then you may want to consider moving your data to the cloud. By doing so, you won’t need to maintain so much equipment – those external harddrives not only take up space, they eat up electricity as well. Once your data is uploaded securely to the cloud, you can access it from anywhere, which means those harddrives are no longer needed.

If you want to reduce your data storage costs, have your documents scanned and uploaded to the cloud so that you no longer waste space or energy, thereby reducing your overhead. For information about our data scanning and storage services, be sure to contact us at Modern Image today.

Document Scanning Policy & Procedures

Here at Modern Image, we have a thorough process in place for scanning, digitizing and either shredding or returning the original documents. We have experience with all types of documents, including documents that contain sensitive information or that are of great value, such as medical documents, historic documents, financial documents, legal documents, educational documents and more.

The following is a more in-depth look at the process we go through in order to scan your documents in a secure, safe and efficient manner:

We will provide a free estimate

We will visit the space where you are storing your documents in order to determine what the project requirements are and to estimate how many documents will need to be scanned. We will provide a free estimate based on this information.

Packing your documents to take to our facility

If you haven’t packed up your documents, then we will perform this task for you. We will make sure that the documents are organized the way they are found by carefully boxing them up and labeling everything. We will then take the documents to our facility, which is HIPAA compliant so that we can scan medical documents as well. We will make sure that your documents are secure during their transportation as well as while they are at our facility.

Scanning your documents

We are capable of scanning documents in bulk in a very efficient manner. We can scan collections made up of millions of documents using our state-of-the-art scanners. We also ensure the quality of every single document we scan by making sure each scanned document is of comparable quality to the original.

Digitizing your documents

Once the document is scanned, it is provided with a relevant file name and digitized before being uploaded to whatever network you are using. We can upload your digitized documents to an external hard drive or to a network in the cloud depending on what your specifications are.

Shredding or returning your documents

If you want the original documents returned, we will make sure that they are returned in the same condition they were in before they were packed up. We will also make sure that they were organized the same way as well so that you’ll have no trouble finding original hard copies when needed.

In some cases, you may want to have your documents eliminated once they’ve been digitized. We provide shredding services for such documents. You can be safe in the knowledge that we will shred all of your original documents once we’ve received prior authorization and that we will perform the task in a secure manner.

Once we’ve shredded the original documents, we will provide you with a certificate of destruction so that you know that your documents have been completely destroyed.

We employ a very thorough process to ensure that your documents are scanned in the highest quality and that your original documents are either securely returned or destroyed. Contact us at Modern Image for more information about our scanning services.

 

Medical Record Scanning Policy

Health records are protected by a host of privacy laws and regulations, making medical record scanning a highly sensitive project. The extensive regulation–and penalty for not following the letter of the law–is a good reason why medical document scanning is a job best left for HIPAA-compliant professionals, rather than an in-house team without document scanning expertise.

Failure to follow the policies set forth by the government can lead to substantial penalties that have reached into the millions for some healthcare providers that have made scanning errors that threatened patient privacy and security.

Who Do HIPAA  Regulations Affect?

The HIPAA concerns all information that relates to the past, present and future physical or mental health of a patient as well as the past, present and future payments for the provision of their healthcare. This can include everything from patient histories and patient insurance information to patient notes and forms. The law requires that all healthcare providers have documented policies that prove that measures are being taken in order to protect the private information of their patients.

The Importance of Hiring a HIPAA Compliant Scanner

Most file rooms are inherently not secure under HIPAA. A complete audit trail of who and when charts are accessed is possible with digital charts.  The enforcement arm for HIPAA has recently leveled multi‐million dollar fines against medical practices because they could not produce patient charts in a timely manner. Scanning will also make it easy and fast to comply with HIPAA requirements to produce a complete medical record within 30 days of a patient request. (See article, HIPAA Bares Its Teeth: $4.3m Fine for Privacy Violation)

What Makes a Scanning Service HIPAA Compliant?

When scanning medical records with personal health information that is protected by federal or state law:

  • Paper records that are scanned must be stored in a secure manner before and after scanning
  • File names must be consistent so that the scanned documents end up in the right place and are easily retrievable when needed
  • Paper records must be disposed of in a HIPAA-compliant manner.
  • Sensitive information that is scanned must be protected using appropriate tools to maintain patient privacy and security.

HIPAA Compliant Scanning in VA, MD, DC, & GA

Modern Image USA has worked with many medical practices to help them clear space, improve patient outcomes, and comply with HIPAA. We understand the unique challenges that medical practices face when it comes to dealing with medical documents and files. We can help you transform your practice by providing the highest quality medical document scanning services.

Modern Image USA understands that privacy and confidentiality is important when it comes to your patients files, and our expert imaging consultants have many years experience dealing with both large and small confidential projects.