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1. How can we reduce the number of lost or misplaced files?
The key is reducing human intervention by leveraging automated electronic processes.
- For example, you can scan paper documents on a Canon MFP and then store them using one of our software applications, such as Prism DocRecord.
- You can also create a single button that combines a multistep process with Canon Workflow Composer. As a result, with the push of one button, you can scan a patient's insurance form, pull up the key information, index a digital file and store the document, eliminating many manual steps.
2. How can we find documents faster?
- Once hard copies are converted to electronic files, faster retrieval can be attained by searching meta tag data, such as patient name and doctor information, that is created with the file. Full-text searches of scanned documents can be achieved through user-assigned properties.
3. We are running out of storage space and need room for
our core business. How can we comply with state and federal statutes that mandate
medical records be stored for at least 10 years?
- Scanned documents can reduce paper storage tremendously. If you run out of room on your PC, the storage capacity can be increased, backed up electronically or electronically stored off-site. Off-site electronic storage can also reduce your risk from fire loss.
4. Will an electronic process help us ensure compliance
with the Health Insurance Portability and Accountability Act (HIPAA)?
- A secure, managed and defined electronic medical records process that is carefully followed by your medical staff is key to meeting HIPAA requirements. Secure scanning, printing and software solutions all can help to meet the requirements, but the staff must follow a compliant process and maintain a secure environment while protecting the patient's information.
5. How can we take advantage of the federal incentives associated with electronic health records?
- There are approximately $17 billion in federal incentives available under the Hi Tech Act of 2009 ("Hi Tech Act"); however, there is a limited window of opportunity to receive these federal incentives. These federal incentives are being issued to encourage physicians to adopt certified electronic medical records systems that meet government standards and meaningful use guidelines, as defined by the federal government.
- In certain situations, if your Medicare or Medicaid patient levels meet criteria set by the federal government and you can show that you are following the meaningful use guidelines as defined by the federal Government, you may qualify for federal incentives.
- You should review the provisions of the Hi Tech Act and relevant regulations to determine whether the electronic medical records system or software package you select qualifies for an incentive under the law. For further information, contact your local sales rep.
6. How can we prevent the unauthorized transmittal of electronic
files within the office?
- There are different methods to secure communications. User authentication codes or cards, data encryption of files and logs and document audit trails all can be used to ensure that files are secure.
- To avoid requiring passwords for every task on your MFPs, functional level authentication (standard on imageRUNNER ADVANCE devices) can be set to require authentication for secure functions only. You can also limit document-sending capabilities to approved destinations.
7. How can we securely transmit electronic files outside
of my office?
- With eCopy, users can encrypt documents with secure passwords for editing and reading files and track who has accessed the documents. Users can also include document overwrite or e-shredding applications to ensure data is automatically erased from the hard drive.
- You can also secure your in-coming faxes via Advanced Box, a document storage area that resides on imageRUNNER ADVANCE devices. By routing incoming faxes to password-protected folders in Advanced Box, they will remain secure until users want to access them.
8. Between the hospital and other medical practices that
are electronic, how can we sync with them on a daily basis?
- Software packages are available that can help you can integrate your electronic medical records with electronic processes used by hospitals and other medical practices and that may also qualify you for federal incentives under the Hi Tech Act. For example, if you are a single physician or medium-sized group, electronic medical records management programs are available to help you digitally organize your practice.
9. How can we control costs and improve security in our
office?
- With digital files, secure software and by employing practices that protect records, users can ensure greater document security and track those who have accessed the files.
- For greater cost control, the imageRUNNER ADVANCE Tracker application tracks individual printing use and can flag unwanted behavior.
- For larger offices, uniFLOW Output Manager software can monitor both users and types of document printed, as well as notify users of job costs and provide detailed reports that help identify areas where you can reduce costs. In addition, a Managed Print Services (MPS) program could help to reduce costs by monitoring supplies.
10. Will an electronic process increase my office productivity?
- Yes, if the process is consistent, organized and compliant. Not only could an electronic process drastically reduce the time your staff spends retrieving documents, it could also eliminate the moving and use of paper files, reducing your supply costs. Files can easily be transmitted inside and outside of the office with the proper permissions and automatic workflows may be set up to store documents immediately after they are scanned.
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