Bottom Line

Not all providers choose to “back scan” paper medical records when moving to a new EHR. There are several options ScanSTAT offers to its clients to address patient or requestor needs for records that are not in an EHR. ScanSTAT clients are able to customize paper records workflow. As your Business Associate, ScanSTAT can meet your needs by complementing the way you already manage these requests. Our ultimate goal is to enhance your daily processes and make your life easier. Below are some popular options our clients choose during the beginning of the Service Level Agreement (SLA).

ScanSTAT Workflow Related to Paper Records Requests:

  1. ScanSTAT client receives request and tasks it to ScanSTAT.
  2. ScanSTAT sends the requestor the available records residing in the EHR with a note informing him that our client only has electronic records on a patient covering the most recent years.
  3. ScanSTAT contacts the requestor to ask if he still needs the additional historical paper records.
    1. 95% of the time, the requestor replies that what they’ve received is sufficient.
    2. When the requestor does need additional records, ScanSTAT contacts our client to ask that they pull the patient’s paper chart. The clinic scans the additional paper records into the patient chart and tasks it back to ScanSTAT to complete the fulfillment.

Option 1: Pre-Screen Requests Before Tasking to ScanSTAT

This option is proactive and therefore more efficient, but it does require more up-front legwork on the part of the client. In this scenario, the provider pre-screens requests in-house and scans the missing records into the EHR. Once the record is scanned, you task the request to ScanSTAT and alert us that all records are available. In other words, you hold the request until it’s ready to process the entire record.

Some providers like this option because they only have to pull the record once, scan it in, and then never have to worry about touching the paper record ever again. It creates a bit more efficiency for your organization and better service for the requestor. This is also a good option when there’s going to be a lot of action around the patient’s record. For example a Worker’s Compensation trial, when there will most likely be questions or multiple requests for the record.

Option 2: ScanSTAT Contacts You When Needed

This option is a bit more reactive. It takes more of the workflow burden off of your organization because you only have to scan the paper chart if ScanSTAT prompts you to do so. Your office does not pre-screen requests or find additional information outside of the EHR before tasking to ScanSTAT. With this approach, you only have to do additional scanning work “as needed.” But it requires more back and forth communication and can delay the delivery of the completed record to the requestor. When you task to ScanSTAT and the requestor needs more information, we can reply back to the task within your EHR asking you whether there are more records available on the patient. You only have to scan paper records if they exist. Then you would reply back to the task on the status of the records, instructing ScanSTAT to move forward.

Please know that with this option, ScanSTAT prioritizes asking you for additional information based on the requestor so as not to waste your time. For example, attorney and subpoena requests are deemed “high priority” on our list, so we always ask our client if there are additional records available. However, for insurance requests or continuity of care, the full records are not usually required and we will only contact you if the requestor asks us to do so.

Option 3: Additional Custom Options are Available

ScanSTAT is happy to customize other options with your organization. However, if the customized workflow falls too far outside of outlined best practices, charges may apply for additional processing.