4 Compelling Reasons To Digitize Your Medical Records

Medical Records
4 Compelling Reasons To Digitize Your Medical Records

The way that your company processes and stores sensitive medical records is an important topic to consider. You want your patient’s private information to remain safe and secure while allowing your staff to efficiently access and utilize the data.

When you digitize medical records, you are serving the needs of both parties. Once you go digital, you will find that keeping complex records is easier than ever before. The amount of time you save and the frustration that you avoid will be well worth the switch.


The sheer volume of documents that make up a typical healthcare facility’s medical records is astounding. Each patient is given their own chart that is added to each visit and test that is conducted. Your office still needs to find the space for manuals, reference materials, and other necessary resources along with this information.

All of that paperwork can be bulky and awkward to move around while taking up a great deal of space. By choosing to begin medical records scanning, you can start to eliminate the unsightly piles of paperwork gathered on every surface, and the endless file room that makes it difficult to locate what you are looking for in a hurry. The process of transferring your files from paper records to a digital copy is not as complex as you may think, and once you have caught up with the past files, you will have no more clutter to deal with. 

The digitization of health records makes it simple to keep the office organized and clean. You will also free up a lot of space that can be put to better use and either help you to expand your business, or even downsize to a smaller office to save some money.


The access that staff members and patients both have to medical records can be transformed with the digitization of health records. Instead of wasting time searching through paper file folders for a single document, you can get instant access to the record you need with just a few keystrokes. This is a huge help to busy doctors and nurses that need to see pertinent test results and medical histories to help their patients and make informed decisions about the best course of action for treatment. 

If you so choose, you can even set up a patient access portal on your website to allow each patient to access their own records in a secure way by logging in with a username and password. Patients often need to obtain copies of their history and test results to take along to other appointments. A secure access portal allows them to find the documents they need whenever it is convenient for them. 


Another area that can be elevated and improved with electronic file keeping is communication. Members of a healthcare facility often work together on a patient’s care, and because of this, they need to share information with one another. When you digitize medical records, you make this process much easier and faster. Instead of finding someone to run a file across the facility or drop it off on a desk to get lost somewhere, staff members all can access the same information and update charts as needed. This way, everything is kept in the same place and is always up to date. 


Medical records scanning is a great way to add to the security of your files. Paper documents can often be lost, misplaced, or even stolen. If a patient chart isn’t put away right away, the information may be viewed by someone that isn’t authorized to see it. Once you have transferred your method of record keeping to a digital platform, you won’t be at risk of accidentally exposing someone’s private information.

Digitizing records help to keep those sensitive records safe by storing everything electronically. The computer system that houses the records can be protected by antivirus and firewall software, along with requiring passwords to allow staff into the program. The security of electronic records is unmatched since they will last an extended amount of time and don’t run the risk of damage or deterioration. Furthermore, once you have gone digital, you will find that it is much simpler to safely move locations if you choose to expand or relocate your practice. 

The need for healthcare employees to access medical records quickly and frequently makes digitization a fantastic choice. Your staff will appreciate the ease with which they can do their jobs while focusing on providing the best quality care and service to your patients. 

Author Name: Brandon Harris
Author BIO: Brandon Harris is the vice president of Smooth Solutions founded by his father Michael Harris, who has been a pioneer in the document scanning industry for over 35 years. A leading Document Scanning Company in Lodi, N.J., they are experts in providing bulk document digitization services, document management software, workflow management software, affordable book scanning services, ECM software, and Convert Microfilm to Digital. They scan paper files, large format drawings, digitize books, convert microfilm to digital, etc. Prior to that, Brandon owned and operated a small bakery. Other than working to grow and improve his business, he enjoys spending time with his wife, daughter, and family.