As the specific requirements of our clients vary widely, Paperless Business Solutions will liaise with you to determine what your needs are and how we can fulfil them with the least amount of disturbance to you and your team. We do however provide the following as suggestions as they have been proven to work well in the past.
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Collection and Scanning
There are two broad approaches that can be taken to scanning your documents; our Immediate Digital Transformation process or the more traditional batch scanning method. Paperless Business Solutions aims to minimise the impact that switching to a paperless operation has on your business, making Immediate Digital Transformation the preferred option. Both of these methods are described below.
Immediate Digital Transformation
All documents that require scanning are collected in one go, at a time convenient to you. Typically this would occur over the weekend, or at a time when your office is closed. The documents are then transported to our secure location.
An encrypted link is established over a broadband internet connection. We then interface with your scheduler, allowing us to determine which documents will be required first. These documents are then scanned and sent back to your office and automatically imported into your system where they become immediately accessible.
Throughout the scanning period, your schedule is continuously monitored in real-time, allowing us to determine the order in which documents are to be scanned.
This allows you to be completely paperless from day one without having to worry about documents not having been scanned for scheduled patients. Even when patients do not have a prior booking, the time between them being added to the schedule and when the files are accessible from your system is typically no more than 30 minutes, often less.
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Batch Scanning
Instead of scanning documents as they are required, documents can be retrieved and scanned in batches. As each batch is scanned and returned, the next batch of documents are collected. A batch will typically consist of between 2 and 20 archive boxes.
Where the Immediate Digital Transformation method requires a broadband internet connection, for batch scanning this is optional. When a broadband internet connection is available, scanned documents can become immediately available in your system as opposed to waiting until the DVD arrives at the completion of a batch.
The Scanning Process
Before your documents can be scanned, they must be prepared and categorised. This involves removing staples and paperclips, as well as flattening out any creases and folds. The documents are then categorised before being placed through our quality document scanners.
Document Disposal
Scanned documents are stored for at least one month after scanning. The documents can then be destroyed, returned, or placed into long term storage.
If you elect to have your documents destroyed, they will be shredded before being recycled. Destruction will occur securely and you will be presented with a certificate that states the documents have indeed been destroyed.
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