Medical Research Initiatives Simplifies Medical Record Handling and Patient Scheduling with docAlpha

With docAlpha, Admin Staff Can Easily File Records, Schedule Procedures and Retrieve Patient Information Instantly

The Challenge

As an orthopedic surgery executive administrative assistant, Jennifer Simon is responsible for scheduling patient surgery and handling all of the documents and information to be input into the hospital system.

The database of patient records she maintains includes over 20,000 patient files, each which may include dozens of documents.

Her predecessors at Medical Research Initiatives relied on paper files and manual processes—a particular challenge when dealing with so many patient records and files.

“You would have to dig through patient charts to find the information you need,” Simon said, “I can’t imagine anyone having to try to find information that way.”

Going Digital

Rather than digging through paper files, Simon relies on digital records that she can access instantly, thanks in part to a software solution that automates digitizing batches of medical records and organizes patient records for easy filing and access.

“All I have to do is search based on a patient’s health card number and all of their records pop up for reference,” Simon said, “It’s completely essential for the work I do.”

To make it easy to scan, digitize and sort hundreds of medical records and organize them by patient health card information, Medical Research Initiatives relies on the docAlpha digital transformation platform.

The system automatically monitors a hot folder where scanned documents are automatically OCRed, sorted and filed for easy retrieval in a way that precludes the need for an expensive electronic medical records system.

The Results

Simon says that beyond instant access to client records when she needs them, docAlpha helps to eliminate the need for paper document storage and retention, saving money while reducing effort.

At the same time, relying on digitized records means not having to bear the cost and inconvenience of storing and retaining paper files.

Having everything organized and accessible digitally also makes audits much simpler and easier to manage. When the College of Physicians conduct an audit, it’s easy to provide detailed records without having to rely on paper.

“I could archive a million files if I needed to,” Simon says, “And I would have confidence in my ability to manage and retrieve them using docAlpha and our digital system.”