Lean how to scan medical records, abstract relevant information, and integrate medical records into an EHR.

1. SCANNING, ABSTRACTING,&
ADDING MEDICAL RECORDS
TO
AN EHR
BREAKING IT DOWN WITH RECORD NATIONS

2. Medical record scanning and abstraction are at the core of making the transition to
paperless operations for hospitals, medical practices, and healthcare facilities.
The process takes both new and old paper medical records, converts them to digital
formats, and then extracts and organizes new PHI for useful application with electronic
health record (EHR) systems.
As we break down the process, we’ll help to clarify and cover:
• What do these terms mean?
• How exactly do they all fit together?
• What medical information should I add to an EHR?
• How much will converting paper to digital records cost?
• What are the benefits?
GETTING STARTED

3. SCANNING MEDICAL RECORDS
Managing scanned patient health records,
prescriptions, and transcripts electronically drastically
improves the efficiency of tracking patient care for
healthcare providers.
HIPAA and HITECH-compliant medical record
scanning services are available, but before diving in
headfirst, most want to know how much making the
paperless transition will cost.
On average, the cost per page for scanning ranges
between 7 – 12 cents. To get a good estimate for
what you might expect to pay for a scanning project,
you’ll need to know how many medical records you
have to scan.
STORAGE
TYPE
STORAGE CAPACITY
(SINGLE-SIDED)
Standard Bankers Box 2,000 – 2,500 Sheets
Large File Box 4,000 – 4,500 Sheets
Shelf Space 1 Bankers Box per 10” – 16”
STORAGE
TYPE
AVERAGE COST
(10 – 12 CENTS PER PAGE)
Standard Bankers Box
(10” – 16” Shelf Space)
$200 – $250
Large File Box $400 – $450

4. ABSTRACTING MEDICAL DATA
Medical data abstraction involves the process of taking newly scanned and digitized patient medical
records and integrating them with EHR systems.
Necessary medical information is collected, extracted, and organized for the EHR to make electronic
medical records available when and where they’re most needed by providers.
Medical data to have abstracted includes:
• Growth charts for pediatric patients
• Key patient demographic data
• Family medical history
• Historical procedures
• Problem list
• Legal documents such as advanced
directives and custodial agreements
• Allergies
• Immunizations
• Referral sources and follow-up
• Current medications
• Medical device or implant information, including
manufacturer, date, and serial number

5. ELECTRONIC HEALTH RECORDS (EHR)
Abstracting medical records according to the HITECH Act’s meaningful use definitions for EHR systems helps
health care providers to use electronic medical records when and where they need it most.
Using a digital system for managing medical records rather than traditional paper charts and files gives a
powerful boost to health care providers’ efficiency, with benefits including:
• Streamline workflow and ease of access to electronic
patient file—improving overall patient care
• Readily-available ability to securely exchange records, lab
results, and communications between patient and provider
• Eliminates likelihood of patient record misfiling and
misinterpretation of doctors’ handwriting

6. Begin by scanning new
and old paper medical
records and converting
to digital files
Then use medical data
abstraction to collect, remove,
and prepare records for use
with your EHR
Finish by integrating
abstracted electronic
medical records with your
EHR for meaningful use
PUTTING IT ALL TOGETHER

7. READY TO REAP THE REWARDS
OF PAPERLESS MEDICAL
RECORD MANAGEMENT?
GET STARTED WHEN YOU VISIT US AT
RECORD NATIONS TODAY