Image Data, Inc. - Document and Data Archiving, Scanning, Management

Document and data imaging, scanning, archiving, cloud storage, web access, PDF, TIFF

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More Flexible Document Scanning for On-Site Jobs

September 29, 2014 by admin

Kodak Portable High Speed Scanner
Tom Marto, President of Image Data

Read how we’re working to offer the best for Image Data customers by investing in the best-optimized technology solutions to tackle your document management needs — at your site or ours.

CHALLENGE: For much of our service bureau work, Image Data hits the road. Because a good portion of our projects are done on-site at client facilities, finding the best portable scanners was an important element in continuing to address growing customer needs.

In business for over 20 years, Image Data has used portable scanners in the past, but we found them cumbersome, difficult to transport, and lacking in desired speed and features. When the time came to purchase new scanners, we had our customers’ needs front and center in the selection process. We researched and tested scanners with comparable specs, and talked with other service bureaus and end users about their experiences and satisfaction with a variety of scanner models from various manufacturers.

Based largely on customer feedback and a review of previous on-site jobs, we developed an ideal scanner profile, for both inside and outside projects. Scanners needed to be:

  • Smaller and more portable
  • Able to scan in color – at fast, rated speeds – at up to 300 dpi
  • Portable and easily setup/operated without the assistance of service techs

Image Data OnSite Document Scanning financial services

IMAGE DATA’S SOLUTION: “In the past, we’ve used some very large, difficult-to-move, high-volume scanners,” says Tom Marto, President of Image Data. “And once installed, in order to shift their location, an entire technical staff needed to be on hand. That type of scenario did not streamline our processes in the least.”

When our team tested the Kodak i5800 Scanner, we quickly discovered its feature set was well-suited to our requirements. “First, the footprint is smaller and the wheeling mobility is ideal,” Marto notes. “We can move it from one production area to another without technical assistance. We roll them up onto the back of a truck, transport them, and then it’s really plug ’n’ play ease of setup and scanning for our operators.”

Take, for example, our customers such as law enforcement agencies. They often request 300 dpi color scans, as there are photographic images and color halftones within documents. In law enforcement, for example, varying color indications on drug testing reports reflect different results.

Our three Kodak i5800 Scanners run at speeds comparable to other more expensive scanners, and deliver overall faster throughput at higher dpi and color settings. More and more of our customers are asking for color and higher dpi scans in order to assure record output maintains outstanding detail, printing quality (when needed), and photo reproduction.

Image Data OnSite Document Scanning paperWe position our services as “Document Management Made Simple,” providing a strategic process that evaluates a prospective customer’s current situation, identifies well-matched solutions, and implements an ideal approach with a focus on quality, budget, and timeliness. Our Kodak Scanners set us apart from other document management vendors by helping us fulfill these critical aspects of each solution, delivering speed, affordability, and flexibility.

What this means for Image Data clients:

• Faster, more flexible scanning setup and capture operations at your site
• Scanning at up to 300 dpi and in color achieved more quickly and efficiently
• Faster project completion times
• High-quality files, sharp detail, and exceptional image reproduction delights our customers and provides outstanding input for OCR, bar codes, and indexing

If you’re thinking about a document management project, be sure to ask prospective vendors about their technology solutions. See how they stack up with Image Data’s leading edge and on-site-friendly scanner technology, then contact us.

Filed Under: Company News Blog Tagged With: alaris, customer, documents, kodak, on-site, paper, paper conversion, records, scanning

Bridging the Gap Between EHR / EMR Implementations and Paper Patient Records

November 6, 2013 by admin

Scanning Documents for Hospitals & Healthcare Institutions
Tackling Paper Documents in Healthcare Institutions in the age of the EHR

A short time after I moved to my present town outside Albany, back around 2005, I decided to find a primary care physician that was local. After consulting my insurance’s directory of providers, I booked an appointment with a doctor about ten minutes away. When I first visited, I was shocked and frankly a little alarmed to discover that not one computer was present–in 2005. There wasn’t even a relic of a beige tower with curved-screen CRT by its side.

Instead, there was, in a prominent location, a typewriter (IBM Selectric — with “the ball”) on a classic, steel-gray, wheeled typewriter cart. Behind the main counter, I could see a doorway that revealed a wall of files with a chaotic rainbow of color coded tabs that seemed to run to the other end of the building. “That is a lot of paper,” I thought. When I received my handwritten, triplicate co-pay receipt, I then thought, “I bet there is a lot of cursive writing in that file room!” In fact, everything there was still being done manually, via fax, via mail, via typewriter and triplicates. Only eight years ago.

True, some years have passed and there have been some dramatic changes since then. The issue remains however that in healthcare organizations as small as this suburban doctor’s office to multi-site hospital systems in major metropolitan areas, the migration to electronic patient records has been slow. The US government’s $35 billion “meaningful use” programs to incentivize healthcare organizations to adopt electronic health records (EHR or EMR for electronic medical records) has accelerated the adoption rate. Still, there remains a Grand Canyon-wide chasm between (A) new patient records that are created today on systems like Cerner, Epic, McKesson, Siemens, Meditech or other EHR vendors and (B) the existing volumes of paper, offline records for some of the very same patients who are coming in today and having a new, separate EHR file created.

For patients, myself included, trying to retrieve paper patient records that were beyond a certain age can now require a records request with a third party records management vendor that keeps patient records stored somewhere in a file box, on a shelf, in a remote warehouse. That request process usually took several days making a negative impact on the overall “quality of administrative care” for the patient. (In my case, it turned into a rabbit hole. Despite the efforts of a prominent records management company, my records at a former PCP were found in the third facility they checked — three tries!)

In some cases, IT vendors are bridging the old and the new in innovative ways. For example, in the Capital region, document imaging vendor Image Data works with small to large healthcare organizations to smooth the transition to digital and to make it as seamless as possible. Working with administrators and IT leaders like CMIOs and other medical informatics and healthcare IT leaders, they evaluate tailored processes to scan and index paper patient records for online access.

The end result is that the shelves and shelves of patient records maintained at a 3rd party location, can be replaced by a secure browser window where thousands upon thousands of records of multiple formats can be searched and retrieved from the cloud, to be displayed on-screen in the universally familiar format. Additionally, many documents with typed or printed text can be indexed so that searching can be done within the document. If a hard copy is ever needed for an immediate request, it’s only as far away as a click on a print icon.

Image Data CEO and co-founder, Tom Bourke talks about what this means for healthcare leaders that are eager to innovate, “Over and above the strategic necessity of these types of document imaging projects that we’re seeing parallel the implementation of EHR systems, there is a peace of mind the hospital secures that is priceless.”

Bourke emphasizes, “The confidence and peace of mind they can offer patients that they are being responsible stewards of contiguous patient care histories, even in the midst of implementations of vast EHR solutions, truly honors what’s at the core of the mission of today’s technology-adept hospitals and healthcare systems. And, considering the comparatively small cost to implement a document management project compared to the multi-million-dollar EHR implementations we’re seeing today, it’s an easy decision.”

Depending on a site’s configuration, doctors and clinicians can also take patient archive searches on the go, browsing for records via app or browser on their smartphone, iPad(R) or other tablet.

Some hospitals, working with document imaging and management vendors like Image Data want to make a tighter connection between their scanned paper records and their EHR. With more sophisticated IT development, there are instances where records from a year ago, or a decade ago can be retrieved directly within the EHR.

For clinicians and healthcare administrators, fewer clicks to the right record can mean a faster answer to a patient question, a better diagnosis, fewer unnecessary tests, and lower operational costs. The ROI of a migration from reliance on paper records management vendors to a virtual, turnkey, online document management solution is discovered in every moment there is a need to review a history and the costly time meter starts ticking before a record is delivered, before a clinical decision is made or while healing is held-up by a paperwork request.

Healthcare technology is a progressive, forward looking space. But, the most sagest CMIOs and HCIT leaders have discovered that preserving the capability to look backwards, principally when it comes to a patient’s history, must be a key element in the march forward toward better care.

Filed Under: Company News Blog Tagged With: documents, ehr, emr, hipaa, hospital, jcaho, paper, patients, pdf, records, scanning

Who We Are

Image Data's team approach to client relationships yields high marks in customer satisfaction for initial needs assessment, implementation and ongoing service. Image Da … [Read More]

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Still using paper files to archive your client documents? Do you have electronic files that are hard to access or lack a fail-safe back-up? Take a closer look at the … [Read More]

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Image Data is focused on high quality service to help you save money by reducing paper-related processes across the organization. We're committed to you start to … [Read More]

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