Health Information Technologies and Processes

Department Scanning

  • 1.  Department Scanning

    Posted 09-16-2019 21:53
    Good evening,

    Our new CEO has mandated that the departments who create the various documents within the record will scan their own documentation.  The hope is that it will alleviate the burden on HIM as well as entice the departments to begin using the EHR to its fullest ability.  We are staggering

    However, we are having issues with our processes and I'm curious how other hospitals handle it.  For example, if the department scans the documentation incorrectly (e.g., wrong title, too many documents scanned together, or poor quality), how does your facility handle rescanning?  One option is to return the documents back to the department to rescan, however, we run the risk of losing/misplacing the documents.  Further, only two people in HIM can delete documents scanned in error, so there's a bottleneck to the process.  The reason we limit it is because our EHR has no way to track document management.

    What are other hospitals doing?  How did you train staff to make the transition as easy as possible?  Would you be willing to share your procedures/policies?

    Thank you very much!

    Jesse Floyd, MHI,RHIA

  • 2.  RE: Department Scanning

    Posted 09-17-2019 07:26

    I, too, would like to hear what others are doing.   We are implementing Document Management and will be using decentralized scanning.    I've requested all documents be sent to HIM for the QA process.   A few staff in our HIM department are the only ones that can delete scans. 

    My initial thought is HIM will delete and rescan.    HIM would have a process in place that would monitor trends and provide feedback to the departments.


    Leslie Ross, RHIA, CCS

    Director of Revenue - HIM, CDI, Revenue Integrity

    AHIMA Approved ICD-10-CM/PCS Trainer

    HIM Application Coordiator

    Dayton Children's Hospital

    1 Children's Plaza

    Dayton, OH 45404





  • 3.  RE: Department Scanning

    Posted 09-17-2019 09:28

  • 4.  RE: Department Scanning

    Posted 09-18-2019 10:29
    I agree with Lynn that staff time should be allocated to the HIM department because they understand the importance of scanning documentation. We struggle with some clinicians on sending us outside records they receive directly in their clinics because to them it's just paperwork and not as important as the patient being present. Until front end staff realize the importance of scanning in a timely manner, I strongly feel HIM should be part of their workflow.

    Glenda Rakes
    HIM Director/Privacy Officer
    Northern Montana Health Care

  • 5.  RE: Department Scanning

    Posted 09-18-2019 23:38
    Glenda and Lynn,

    Thank you for your responses!  I agree that it would be ideal that HIM scans everything, but I understand Administration's decision to have the floors scan.   There is no option for HIM to continue scanning.  We will be responsible for quality checking and rescanning if it's incorrect.

    I was hoping other facilities would have an idea on how they handle incorrect scans or poor quality.  It would be great if a workflow existed.

    Jesse Floyd, MHI,RHIA

  • 6.  RE: Department Scanning

    Posted 09-19-2019 11:32

    Hi,  we do 100% QA of our scanning.  Poor images are stamped "poor image".  Poor scans are rescanned.  All of this happens in the HIM Dept.




    Lynn Boyes, RHIT

    Health Information Management Director,

    HIPAA Privacy Officer

    7010 S. Yale Ave | Tulsa, OK 74136 918.236.4135 direct line

    918.499.1598 fax

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