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Post by Sherri on Aug 8, 2014 13:59:48 GMT -6
We are planning to go "paperless" by scanning what's in the chart into Crystal. Has anyone done this successfully and have suggestions?
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Post by mdeyedoc on Aug 9, 2014 6:12:58 GMT -6
Personally, I wouldn't scan the file until the patient has had a FULL exam entered into Crystal. Until all their data is in the system (and often even after ;-) it's easier (for me) to examine a patient with their chart in front of me so I can see their previous data. We started out scanning pt files at their next visit, but it was really annoying for me to have the file scanned at the next visit if the first one was just a CL check of office visit.
Marcia
PS. You will NEVER be paperless ;-)
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Post by KizerOpt on Aug 11, 2014 8:19:40 GMT -6
Amen to that, Marcia! We do laminate anything that can be scanned in to the patient files. We use a blue fine point Sharpie to write on them and alcohol w/soft cloth to wipe off. HIPAA, Office Policy, POF waiver form... to name a few. Since we are also printing more patient handouts, this helps cut down on paper usage a lot!
Karen
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Post by mdeyedoc on Aug 11, 2014 21:08:23 GMT -6
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Post by KizerOpt on Aug 13, 2014 7:04:22 GMT -6
Funny, isn't it? That's the problem we had with the wet erase markers, plus the tips got smashed by patients pressing too hard. The fine point blue has held up best for us. Guess each has to try out and see what works best in their situation. What other docs do you have laminated? Any suggestions I might like to try?
Karen
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Post by vaderkty on Aug 15, 2014 13:22:05 GMT -6
I bought an ambir scan card/document scanner first for the cards and single papers and have now upgraded to 2 ambir scan image pro 820i and they are easy to set up. scans all files (duplexed or not)and saves into the files section so doctors can access from records window. I am in the process of designing the doctors records page to make his paperless transfer as painless as possible (He is 78 years old and HATES computers but he even admitted on more than one occasion that it was a lot easier to do an exam when the papers are scanned in). We even scan all of our invoices and eobs into the server directly (via a shared drive) so we don't have to file papers anymore. I do find I am going through shredders faster but I have saved so much time and have been able to find documents so much faster this way. Easy to set up (plus it even has an option to scan as a JPEG not just PDF) awesome tech support as well. They are also very inexpensive(especially considering their versatility). www.ambir.com |
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Post by mdeyedoc on Aug 16, 2014 9:36:07 GMT -6
What other docs do you have laminated? Any suggestions I might like to try? Karen Darn, I responded the other day but must not have sent it. LOL...I actually don't have any documents laminated (except our HIPAA Privacy Notice). I was just passing along someone else's suggestion. My patient consent and HIPAA acknowledgement are all on one page and only needed once per patient so I decided it wasn't worth keeping track of the markers and wiping down the laminate for that. I did buy a laminator and some of the Vis-A-Vis markers with the intent of laminating some sort of a routing slip to go around with the pt so I could quickly note or check off F/&U appts, referrals, handouts etc. I figured we'd keep that sheet until everything for the patient had been completed. I designed a form and printed several copies to test it out before laminating a bunch of them. The original design wasn't quite what I wanted and then we got Message Pal and started messing with that and I forgot about it. I need to get back to that. Just not enough hours in the day. Are you sure you bought the WET erase markers and not the dry erase ones? I believe the person that recommended them said they didn't smudge. Smudging may just be a function of the laminate surface getting rough with use and not being able to get the marker out little grooves. Marcia |
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Post by mdeyedoc on Aug 16, 2014 9:49:07 GMT -6
We even scan all of our invoices and eobs into the server directly (via a shared drive) so we don't have to file papers anymore. I do find I am going through shredders faster but I have saved so much time and have been able to find documents so much faster this way. Easy to set up (plus it even has an option to scan as a JPEG not just PDF) awesome tech support as well. They are also very inexpensive(especially considering their versatility). www.ambir.comI've thought about that but haven't done it so far. My optician thinks it's too much effort on every patient for the few times that we need to look up an invoice. Plus many of the vendors have their invoices online now. Do you really think it's a net gain in time overall? Marcia |
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Post by KizerOpt on Aug 18, 2014 8:12:54 GMT -6
We even scan all of our invoices and eobs into the server directly (via a shared drive) so we don't have to file papers anymore. I do find I am going through shredders faster but I have saved so much time and have been able to find documents so much faster this way. Easy to set up (plus it even has an option to scan as a JPEG not just PDF) awesome tech support as well. They are also very inexpensive(especially considering their versatility). www.ambir.comI've thought about that but haven't done it so far. My optician thinks it's too much effort on every patient for the few times that we need to look up an invoice. Plus many of the vendors have their invoices online now. Do you really think it's a net gain in time overall? Marcia Absolutely! Especially next year when this year's files are in the basement and a question comes up. We use the Fujitsu scanners and scan lens invoices into the server for each patient in a shared drive. Since each patient has a file separate from Crystal for the doctor's I&R and images, we just add a folder for invoices. I don't have to bother the bookkeeper or optician to find out about an order. I've been scanning EOBs for 3 years now and it's so nice to search for a name without digging through paper! I use the Scansnap Organizer for my EOBs. My bookkeeper even has me save the bank statements now b/c it's so much easier to search for something!
About the laminate, we laminated the HIPAA, Office Policy, Refraction waiver, Contact Lens Care Sheet, POF waiver, Non-covered services waivers, release of information forms, pretty much anything that we would normally fill out and throw away. With the fine point sharpie and 91% alcohol, we are ok. And the patients love that we are 'hi-tech' and saving paper!
Karen
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Post by Sherri on Aug 19, 2014 18:28:10 GMT -6
Thank you for the suggestions regarding going "paperless", not "paperfree". We will never be completely free, but we've been scanning for a week now, and on our our way to not having charts  |
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erin
New Member
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Post by erin on Aug 26, 2014 17:31:41 GMT -6
Instead of using laminated copies of things, we actually just slip the paper into a heavy duty, clear sheet protector. After a while, no matter what markers we're using (permanent or dry erase, or wet-erase) the plastic seems to get a little discolored. So, we just put it into a new sheet protector. We scan all patient related documents, invoices, etc., directly into their Crystal file so it's accessible to everyone in the office.
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Post by KizerOpt on Aug 27, 2014 8:54:10 GMT -6
Instead of using laminated copies of things, we actually just slip the paper into a heavy duty, clear sheet protector. After a while, no matter what markers we're using (permanent or dry erase, or wet-erase) the plastic seems to get a little discolored. So, we just put it into a new sheet protector. We scan all patient related documents, invoices, etc., directly into their Crystal file so it's accessible to everyone in the office. I find it interesting that you don't have any problems with them 'slipping' when being scanned. That was our problem with that method. With laminate, we do have to trim the edges to fit thru the scanner, but they do run through better now!
Karen
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Post by vaderkty on Sept 4, 2014 17:22:09 GMT -6
I actually just have the policies laminated and a space at the bottom of the doctor's form to sign. I scan in the doctor's form and can check both policies since they are all on the same clipboard and online for viewing. I just need to get my doctor paperless...
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