Transferring from paper files to e-records

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We are just about to convert our 28 year old practice to e-records and would love to find out how others in the community have handled the transition of existing paper files to digital files. Did you scan files straight into FD patient file as an attachment or did you scan into a desktop folder and then import into FD as an attachment? Also did you use a regular scanner/photocopier to scan, or did you purchase a dedicated scanner like QuickScan? Thank you for any insights you may have for us :)
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Chiropractic Solutions

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Posted 1 month ago

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Andrea Lutt

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We have decided against the idea on the whole, and will upload only certain things on a case by case basis.  The complexity involved with scanning a file and then breaking that up into episodes of care and creating clinical notes accordingly (as I'm not sure that it's not that useful to have a giant PDF file in attachments - as in, to search for something over years of treatment would be next to impossible), we decided it was a mountain to hard to climb.  However, very interested to hear what others have done/are doing.

We are no longer creating new paper notes.  We have a system of bringing out the paper files for old patients, and then putting a sticker on the file once returned to note that new clinical notes are now online.  It seems to be working and the number of files we are bringing out is reducing all the time.  If a practitioner wants a file, we get it out, but not as a matter of course.
(Edited)
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Chiropractic Solutions

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Thanks Andrea - that is very helpful.
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SydSportsMed

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We scan the whole file, but only when that patient comes in for their first appointment since going electronic.  We figured there was no point scanning old files until then, especially if the patient hadn't been here for a while.  That way we don't waste time scanning something that may end up being archived anyway.

We destroy the paper files once they have been scanned.  But we have a system where once someone scans a file, they stamp, date and initial it.  It is then put in a "To Be Checked" tray and one of the Senior Receptionists checks it is all there and has been done correctly.  Only then is the file destroyed.  We never have the same person doing the scanning and checking.