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Regardless of your role in the healthcare system, you can't avoid hearing about compliance. scanners that aid rather than inhibit compliance should be selected. If you don't do your homework, sensitive patient information could be at risk if, for instance, you go with a model that doesn't have any firewall protections.
Optical character recognition, or OCR, is a game-changer in the medical field (no pun intended). You can use OCR to save, store, search, and organize your scanned documents and other files based on keywords by having the program "reads" them and compare the characters they contain to a database of characters.
Keep in mind that a scanner will only be useful to your company if it can accommodate your specific requirements. To maximize efficiency without sacrificing productivity, you should investigate various feature combinations to determine which works best with your current procedures.
You should check the maximum number of pages that can be fed into the scanner at once when considering a flatbed or automatic feed scanner. Scan large papers or multiple documents without stopping to wait for the machine to finish scanning and change out sheets of paper with an automatic feed style scanner that can hold up to 100 pages at once.
You should be able to find the scanner's page or image scan rate on the product page or the box. Get a feel for how quickly you can digitize images and files by referring to this.
Color vs B&W
A black and white scanner will suffice for home or office use if you mostly scan text documents and rarely need to see graphs. However, a color scanner is superior for capturing a true-to-life facsimile when scanning photographs or documents with charts and tables.
Should I scan my documents in color or black & white?
It all depends on the paperwork! Whenever possible, scanning in black and white is the ideal option due to the space savings it provides. Some files, however, cannot be converted from their current bitonal, full-color, or grayscale format. When compared with black-and-white scanning, the time and money required for color scanning is noticeable. After evaluating your document scanning needs, we'll discuss the pros and cons of each option with you and help you choose the right one for your scan.
Bitonal refers to a two-tone black and white scan. Standard for written or printed material. Sometimes it's more challenging to understand handwriting than typed text.
Grayscale is a color space consisting of anything from 16 to 256 different shades of gray; it's ideal for monochrome images. Superior than a bitonal scan in displaying finer details of handwriting. It's also a good option for using with older records whose paper may be stained.
Photos and papers with vivid color require a color pallet with anywhere from 256 to thousands of shades. Records such as diagrams, pictures, and maps are excellent candidates for colorization. Color scans might be the most accurate representation of an object's true color and texture.
What is document preparation?
To prepare documents for scanning, you must do what are known as "pre-scanning" processes. Simple, but time-consuming. Unstapling, taping, clipping, unfolding, smoothing, erasing, mending, etc. When you take the time to do things properly, the scanning procedure goes off without a hitch. If you forget a staple, the scanner may not work. If you hire a third party to handle your document preparation needs, you won't have to worry about any of that. It's possible that a new office scanner may be needed if preparation and scanning are done in-house and someone forgets to remove a tiny butterfly clip or a piece of remaining spiral bind.
For example, Abe Lincoln once quipped, "Give me six hours to chop down a tree, and I will spend the first four hours sharpening the axe." Preparing your documents well for scanning will greatly increase the likelihood of a successful scan.
Why outsource document scanning?
An estimated 59% of businesses see a return on their investment in paperless operations within a year, with 26% seeing a return in six months or less, as reported by AIIM. The majority, 84%, saw their investment return in under two years.
Since your staff has expressed no interest in document scanning, you've decided to outsource the task. They would rather work than clean up banker boxes and filing cabinets or remove hundreds of pounds of staples from paper. It's also not a good idea to have a temp or a student review your sensitive paperwork.
If scanning is a non-core activity for your business, it makes sense to pay a scanning company with highly qualified staff to conduct it for you. In order to get the greatest results in the shortest amount of time for the lowest possible price, you hire verified experts to employ cutting-edge scanning technology. Once your data are digital, you may eliminate crippling storage expenses, reduce your physical footprint, your utility bills, and your overhead, for a greater return on investment.
When you outsource document scanning, you enable your staff to be productive even in the face of disasters like natural disasters, plumbing issues, incompetent personnel, knowledge loss due to retirement, and threat actors. As a result, they are able to increase their profit margins, decrease the amount of time spent hunting for items, and increase their productivity.
Scanners aren't the most thrilling technology, but the correct one may help you get more done, keep your memories safe, and organize your life. The ability to quickly and easily digitize documents, images, and receipts can be useful for a variety of reasons, including maintaining order and permanence while saving time and energy. We have conducted extensive testing on a variety of models and hope that our findings will assist you in selecting the optimal one for your medical practice.