Document Management

DOCUMENT MANAGEMENT

Document Scanning Service

DOCUMENT IMAGING & CODING…DKB will replicate your file system electronically. Since record retention law is now satisfied through electronic file, there is no longer a need to incur storage and retrieval costs, or waste time finding files. Whether you need several years of files scanned at once or you need scanning on an ongoing basis, we can build a scanning program to fit your needs. Why take a day and a half to pull a file when we can help you do it in seconds, and why pay unnecessary fees associated with storage and retrieval?

HOW IT WORKS…

Need your documents shredded after scanning?

1. Consultation: Our dedicated Imaging team will consult you on implementing a cost savings electronic records program. We will work with you to design an organized electronic system on the platform that makes sense for your company.

2. Servicing: When documents are ready for scanning, we will pick them up at your office at which point they enter into our SECURE CHAIN OF CUSTODY. After imaging, we return to you a predetermined organized electronic version of your documents, as well as any documents you do not wish to have shredded. For files that need shredding, Global stores them in a secure location until you have approved your electronic product, and then we

destroy them at our facility for a heavily discounted price. We simply pass our cost savings on to the customer

3. Cost and Time Savings: By converting to an electronic system, you will realize significant savings and efficiency improvement. Cut retrieval time down from days into seconds. Cut out storage, retrieval and hostage fees. Satisfy retention regulation without the hassle.

Scanning Saves Time and Money

Document Scanning can reduce your overall costs of document management in the following areas

• Document Retrieval
• Cost Associated with Lost Files
• Occupancy Costs

What Does It Cost to Retrieve a File

The University of Mass Medical Center published a study about various costs associated with storing and retrieving a file. It is referenced below. In the study, they identified five areas where the manual system affected costs.

1. The time it takes to retrieve a file takes too long. The slow retrieval time is reflected in delayed or lost income.

2. The manual system requires labor and space expense.

3. The manual system results in lost files

4. The manual system lacks the security requirements dictated by various laws

5.     No back up exists of the manual files. This lack of backups to paper documents was brought to the fore front of the news during Hurricane Katrina. Lost medical files caused billions of dollars in expense associated with duplicating tests and trying to rebuild some sort of patient history.

What does Document Retrieval Require?

There are eleven steps all performed by a human being. There are eleven steps that can be done wrong. There are eleven steps that have to be paid for. There are eleven steps in which a document can be lost (misfiled or stolen) or a patient’s private information could be compromised.

There are eleven steps all performed by a human being. There are eleven steps that can be done wrong. There are eleven steps that have to be paid for. There are eleven steps in which a document can be lost (misfiled or stolen) or a patient’s private information could be compromised.

Once a file is lost or stolen, the cost to replace the file can be huge. If medical tests need to be redone, the costs can be in the thousands. If a court case is lost because a loan or other legal agreement is lost, the costs can be huge

Scanning Can Reduce Space Requirements for On-Site Storage

Scanned files are retrieved online. Therefore they don’t generally need to be on hand in the office. The space taken up by the files is sometimes large enough, such that the removal of the files allow you to either release some office space or grow without moving.

Lost and Misfiled Records are No Longer a Problem Once Your Files are Scanned.

Once a hardcopy file is checked out, then you have to reply on your personnel to actually return it the storage location and secondly, accurately re file it to the proper location. Lost files can be over 20% of the files checked out. There are some ways to reduce that percentage down to 2%, but those come with their own additional cost.

Scanning can Allow Multiple People to Have Simultaneous Access to a File

When a file is checked out, no one else can look at it. This can be a tremendous problem. Scanned documents allow for multiple people to have access to the file at the same time.

Enterprise Content Management Solutions

Enterprise Content Management (ECM) is the strategies, methods and tools used to capture, manage, store, preserve, and deliver content and documents related to organizational processes. ECM tools and strategies allow the management of an organization’s unstructured information, wherever that information exists

OUR PRODUCT PORTOFOLIO

Large Format Scanning

For large-format drawing storage, distribution and web publishing, the cost-effective solution is often scanning. DKB scans large format drawings, plans, and maps for you, making them completely accessible from your workstation. Our state-of-the-art scanners give you fast, high quality, large format images. Imaging your over-sized documents eliminates the time and hassle of searching through hanging files, flat drawers, and tubes of documents to uncover a particular set of plans. Imaging these originals also means that they are less subject to wear and tear from daily browsing and copying. By just entering the relevant document index information, you have a spotless image of your document on screen. You can then print, plot, or fax that image from the convenience of your desk. Now, when clients or partnering firms need duplicate sets of your large format documents, you can take care of it simply by sending them a copy of the CD or any other preferred media!

State of the art technology and expert operators provide you with high-quality electronic conversions of your large format documents, on time and to specification.

Vectorization

Turn a read only engineering drawing into a dwg or cad file

Medical Record Scanning

DKB SOLUTIONS document scanning solutions enable health care organizations to move toward a paperless environment by storing health care information in centralized location. With an organization-wide solution authorized staff members can instantly access and review information at their computers resulting in an increase in the quality of patient care and safety, and improved revenue cycle as well as a reduction in the risk of liability due to paper loss.

Applications

Medical Records

Charts

Patient Files

Health Information

Encounters

Insurance Forms

EOB’s

Patient Billing

DKB Medical Record Solutions Include:

Scanning Services & Conversion of Paper Files to Digital

In-House & Out-Sourced Scanning

Advanced Invoice OCR Data Extraction -

Front-End Workflow Approval Processing

EMR System Integrations

Archival Document Scanning Management

Networked Systems

Web Based Document Management

The benefits of DKB Medical Scanning Solutions:

Instant Access to Patient Care Information

Eliminate Paper Handling

Measure Monitor and Track All User Activity

Improve Accuracy of Data

Patient Information Can Never Be Lost or Stolen

Reduced Labor Costs

Increased Productivity

Seamless Integration with EMR Systems

Compliance with Regulators & HIPAA

Respond to Inquiries in Seconds