Health Information Technologies and Processes

Concurrent Scanning

  • 1.  Concurrent Scanning

    Posted 03-01-2019 15:03

    I would like to hear from any facilities that have successfully implemented concurrent scanning.  I have the following questions:
    1.  Do you allow the staff on the units/departments to scan their own documents or does HIM scan?
    2.  If unit staff scans, are they also responsible to correct any errors they make or does HIM do that?
    3.  If HIM scans, do they scan at the unit/department or just retrieve the documents and go elsewhere to scan?
    4.  Do you have the same retention plan regardless of who scans?  Example:  If OR staff scans they keep for 30 days but if HIM scans the documents are shredded immediately?
    5.  If HIM scans, do you scan during all three shifts (I know this will depend on the facility size of course)?
    6.  If HIM only scans once per day on each unit, what issues have you encountered?
    7. Does the scanning staff have dedicated space on the unit or is a portable "scanning cart" utilized?
    8.  Anything else you would like to share??



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    Deloris Farthing
    Director, Health Information Management
    Hays Medical Center
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  • 2.  RE: Concurrent Scanning

    Posted 03-01-2019 18:36
    Please email me and we can set up time to chat about POS scanning, etc in the next week or two.

    Kind regards, 

    Betty A Burton|Health Information Management Professional|RHIA, RHIT, BA, AAS, AHIMA Approved ICD 10 CM/PCS Trainer

    (504)377-8322|bhburton7@yahoo.com    

     

     

           "None of Us are as good as ALL of Us" 

     

     

     

     

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  • 3.  RE: Concurrent Scanning

    Posted 03-02-2019 09:27
    Hello
    I have successfully implemented concurrent scanning at both acute and long term care. At my current facility which is an acute long term care, HIM rounds on the units weekly based on acuity, our acute units we visit twice a week , chronic once . Right now as our hospital staff is getting used to the EMR we stamp the documents scanned and file back in the units record. On discharge any documents not scanned will be scanned at assembly as well as any loose sheets. We are incrementally implementing our inpatient EMR with clinical documentation next toward Early summer. As we progress our concurrent scanning will lessen and our concentration will be in our longer term patient documentation still on paper as well as testing documents not interfaced.

    We placed a tab within our EMR so documents are easily accessible

    We have been  scanning outoatient dicuments for 3 years. We recently started a process that will move a majority of the scanning to the front end clinic staff for a variety of reasons mostly timeliness of access .

    our vendor performs our QA and we meet biweekly to discuss issues and review quality metrics . Well worth it as our staff was in a learning curve with many evolutionary changes in HIM .​this will change with our outpatient strategies.

    Scanned documents are shredded 30 days after scanning and 30 days after discharge.

    we also place a reference document on each chart to show what documents are scanned and what is electronic .


    Happy to to share more feel free to contact me
    good luck

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    Karen Lawler
    Corporate Him and Privacy Director
    Hospital For Special Care
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  • 4.  RE: Concurrent Scanning

    Posted 03-05-2019 12:37
    ​We have done point of care scanning with both of our electronic medical records since 2005.

    1..  Do you allow the staff on the units/departments to scan their own documents or does HIM scan?
         Yes, we have scanners in all areas that need to scan and perform point of care scanning.  This means if you touch it you scan it.  Granted a lot of the times this falls to the UC.  The discharged hybrid paper record is retrieved every morning and the clerks in Medical Records quality check 100% of all documentation except in a few OP areas that QC their own.  The records are bundled by day and destroyed at 120 days.  We do not keep the paper in folders.
    2.  If unit staff scans, are they also responsible to correct any errors they make or does HIM do that?
         In our old system it did not allow them to correct their own errors and we have a "entered in error" process and all corrections were made in Medical Records.  In Cerner most all staff have the ability to in error their own authored documented.
    3.  If HIM scans, do they scan at the unit/department or just retrieve the documents and go elsewhere to scan?
         In our new system (Cerner) we continue to point of care scanning but do some bulk scanning depending on quality checking of documents in Medical Records.
    4.  Do you have the same retention plan regardless of who scans?  Example:  If OR staff scans they keep for 30 days but if HIM scans the documents are shredded immediately?  All paper is retained for 120 days.
    5.  If HIM scans, do you scan during all three shifts (I know this will depend on the facility size of course)? Our Medical Records Clerk/Scanners work a M-F 8-5 shift.
    6.  If HIM only scans once per day on each unit, what issues have you encountered?
    7. Does the scanning staff have dedicated space on the unit or is a portable "scanning cart" utilized?  Scanners are in the teaming stations or offices on the floor as needed to complete their specific task.
    8.  Anything else you would like to share??  I would be more than happy to have a conversation on all the ups and downs of our journey from Vista to Cerner.



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    Cheryl Craig, RHIA
    Director Health Information Management
    Midland Memorial Hospital
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  • 5.  RE: Concurrent Scanning

    Posted 09-22-2020 14:34
    Hi Cheryl - I work for a SNF facility that now has a hybrid record, scanning what is not electronic. We are trying to move toward shredding the originals at some point after scanning. My question to you is do you address the paper portion of the record in your document retention policy and the fact that it is kept for 120 days and then shredded? Thank you for your perspective.

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    Mary Stine
    Director of Compliance and Ethics
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  • 6.  RE: Concurrent Scanning

    Posted 06-01-2019 13:40
    Karen,
    What EHR do you use and how is the reference document generated?  Does your EHR do it or do you have to make it each time?

    Thank you!
    Jesse

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    Jesse Floyd, RHIA
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  • 7.  RE: Concurrent Scanning

    Posted 09-22-2020 14:35
    Hi Karen
    I work for a SNF facility that now has a hybrid record, scanning what is not electronic. We are trying to move toward shredding the originals at some point after scanning. My question to you is do you address the paper portion of the record in your document retention policy and the fact that it is kept for 30 days and then shredded? Thank you for your perspective.

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    Mary Stine
    Director of Compliance and Ethics
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  • 8.  RE: Concurrent Scanning

    Posted 06-10-2019 14:06
    I would like to hear from any facilities that have successfully implemented concurrent scanning. I have the following questions:
    1. Do you allow the staff on the units/departments to scan their own documents or does HIM scan?
    No - HIM does the scanning so that they can make sure that its legible, scanned in correctly, not upside down, backwards etc.

    2. If unit staff scans, are they also responsible to correct any errors they make or does HIM do that?
    NA not allowed 
    3. If HIM scans, do they scan at the unit/department or just retrieve the documents and go elsewhere to scan?
    Staff on the nursing units place all documents into a basket, or file to be scanned, HIM makes rounds every morning and 
    collects all documents.  They go through them put them in a collator in alpha order so that they are organized, and then scan them to a secure 
    drive.   They are attached to documents from the drive.
    4. Do you have the same retention plan regardless of who scans? Example: If OR staff scans they keep for 30 days but if HIM scans the documents are shredded immediately?
    Scanned documents are kept in a holding file for 30 days and then shredded.

    5. If HIM scans, do you scan during all three shifts (I know this will depend on the facility size of course)?
    Scanning is done during the hours that the HIM staff are in the building (These are LTC facilities)

    6. If HIM only scans once per day on each unit, what issues have you encountered?
    Scanning can get backed up quickly, especially for new admissions, and from over the weekends.
    HIM staff does not always work weekends in these LTC facilities.

    7. Does the scanning staff have dedicated space on the unit or is a portable "scanning cart" utilized?
    It depends on the building, some have scanners in their office, some have to share with other staff
    8. Anything else you would like to share??
    Its crucial to have a scanning guide, whereby it describes how the process is done, how the documents are labeled once
    they are scanned in.  If scanning gets behind, its important that the documents are scanned in chronological orders so that 
    the records are organized within the system.
    Scanning should be in my opinion a full time person that their job is dedicated to this so as to keep up.


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    Kim Lutz, RHIT
    Health Information Management Consultant
    President/CEO/Owner
    Fillmore & Co. Inc.
    530-313-8303
    www.himresource.com
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  • 9.  RE: Concurrent Scanning

    Posted 5 hours ago
    I work at a SNF with a Rehabilitation floor.

    1.  Do you allow the staff on the units/departments to scan their own documents or does HIM scan?
    No this is only done by the HIM/Reception staff.

    2.  If unit staff scans, are they also responsible to correct any errors they make or does HIM do that?
    N/A

    3.  If HIM scans, do they scan at the unit/department or just retrieve the documents and go elsewhere to scan?
    Documents are received by HIM/Reception staff and immediately scanned and uploaded into our EHR, then sent to the appropriate unit for review and signatures from the medical staff. Then once a week HIM staff with go to each unit to retrieve reviewed documents from the units to be rescanned into the record to replace the initial scan. (Our solution documents being lost before they could be scanned into the chart)

    4.  Do you have the same retention plan regardless of who scans?  Example:  If OR staff scans they keep for 30 days but if HIM scans the documents are shredded immediately?
    HIM/Reception are the only staff scanning, once we re-scan the documents they are shredded.

    5.  If HIM scans, do you scan during all three shifts (I know this will depend on the facility size of course)?
    We scan only during the day shift.

    6.  If HIM only scans once per day on each unit, what issues have you encountered?
    We have found that documents received after HIM/Reception staff are gone for the day are scanned days later because medical staff will generally take the original document off the fax machine directly up to the unit. We have asked that they leave a copy to be scanned in the next morning, unfortunately this does not always happen.

    7. Does the scanning staff have dedicated space on the unit or is a portable "scanning cart" utilized?
    Scanning is all done either at the Reception desk or in the HIM office.

    8.  Anything else you would like to share??



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    Jennifer Morris
    Him Assistant
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