An Electronic Document Storage solution simply replaces your filing cabinets/paper charts with electronic charts. This option is popular in NYC because it is much cheaper (1/20th the cost of a full-blown EMR/practice management system) and simpler to implement (can be deployed in a few days).
Doctors and staff continue to capture office visit information using the existing paper forms. The office usually hires a bunch of high school students that spend a few weeks scanning the patient paper records into the system. This process can proceed in parallel with the current office operations without any disruptions.
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Once all paper records are scanned in, the doctors and staff can access all patient records electronically in seconds from any location. The staff simply scans the paper charts after a patient encounter or at the end of the day as a batch process.
A basic Document Storage solution requires the following:
- $1,000 – Medium end scanner (used by staff for general scanning)
- $3,000-$5,000 – High-speed scanner (used for batch scanning)
- $5,000-$10,000 – Electronic Document Storage software
- $3,000 – file server to host Electronic Document Storage software
- $1,000 – training
Total costs $13,000-$20,000 (total costs regardless of the number of physicians)
If you are a small office then you can reduce the training, remove the file server for total costs of under $10,000. The system can be set up in 1-2 days. Maintenance costs and support are minimal.