Maybe this will help clarify your questions regarding storage of scanned records and the electronic health record……..

You would not necessarily have to implement a separate electronic document management system (EDMS) to use in conjunction with an electronic health record system.  Some, if not most, clinical vendors include document imaging as a component of their clinical health information system (or E.H.R.)to meet health information management functionality requirements. 

The decision to purchase a document imaging component as a stand-alone system or to purchase it as part of a clinical health information system will be based on where your organization is on the road to the electronic health record. Consideration is also based on the functionality provided by clinical vendors versus stand-alone document imaging vendors and what meets your organizational needs.  An EDMS can be utilized for storing records/documents from other departments.  Our police department, HR department, and contracts personnel all use the same EDMS that we use for client medical/vocational records, but each area is set up independently so security is not an issue.

Electronic documents are stored and managed according to established retention/disposition schedule(s).   Depending on the functionality offered by an all-inclusive electronic health record (that includes document imaging), the retention/disposition schedule(s) can be automated.  However, keep in mind that vendors may offer a basic clinical health information system (E.H.R.), but additional modules may need to be purchased in order to get the full benefits of overall document management, electronic signatures, and automated forms design.

Donna S. Hoover, MBA, RHIA
Records Management Services
Woodrow Wilson Rehabilitation Center
HIPAA Privacy/FOIA Officer
PO BOX 1500, W-484
Fishersville, VA  22939-1500

Ph:  540.332.7904      Fx: 540.332.7923

You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # #

Who is responsible for scanning the records?  Is this something the AW workers will be doing also?   Nottoway Dept of Social Services is smaller than most location.  Just confused a little, is this something we need to order to do the electronic records with?  Once the records have  been scanned do they still get storied ?

Nancy Long— records

288 West Courthouse Road

Nottoway,  Va   23955

434-645-8494

You are receiving this e-mail as a subscriber to the Virginia Records Officer Listserv (VA-ROL). # #

We are currently in the process of copying our medical records into an Electronic Health Records system. We are scanning current records and attaching them to the specific client’s record in the database, organized in folders based on the documentation content/function. (i.e. ISPs, Quarterlies, Financial, Assessments…etc.).

I am new to records management and have been trying to determine whether scanning records into the database allows us then to shred the paper documentation, or whether we are required to continue to maintain, all or part of the medical record IAW current records retention schedules.

Can someone steer me in the proper direction to where I might find the answer? Any information you can provide will be greatly appreciated.

Thank you - hid

H. I. Deslauriers

Administrative Services Manager

Southside Community Services

424 Hamilton Boulevard

South Boston, Virginia 24592

434-572-6916 (x301)

www.sscsb.org

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