Objectives of digitizing medical records

 The general goals in the implementation of the digital files plan, in order to express the direct effect of the plan on the quality of the files and the process of implementing daily affairs, are as follows:

- Improving the quality of assigned tasks in the medical records unit;

- Accelerating the recovery of files;

- Compensating for the lack of archive space and optimal organization of the available space;

- Increasing the duration of keeping files;

- Expediting the conduct of medical research;

- Preventing files from being distorted and lost as a result of their frequent removal from the archive;

- Reducing the effect of environmental factors (cold and heat) on archived files;

- Reducing the costs of hospitals in maintaining medical records;

- saving manpower and archiving equipment;

- Protection of archived files from incidents in the environment such as fire.


Introduction of digitization of medical records

Document imaging includes scanning medical document forms in computer systems. In this method, a number of forms of the patient's medical records are scanned and stored electronically as the patient's medical records. Scanned medical records are not real electronic medical records (EMR)  , this method is used by healthcare organizations in order to facilitate the access and retrieval of medical records and to solve problems related to space and storage of paper files. Studies have also been done on the comparison between traditional and electronic methods.


The results of digitalization of medical records

The need to adopt a new approach in smoothing the problems led the management of the medical records department to propose a plan to scan archive files and convert them into digital files. The functions resulting from the implementation of the above plan can be considered in two areas (for patients, for personnel):

The function and benefits of the plan for clients:

- reducing the time to respond to clients;

- Reducing the frequent visits of personnel to the archive;

- The possibility of receiving a copy of the file and existing documents as soon as possible.


Function and benefits of the plan for personnel:

- Increasing the capability of medical records unit personnel;

- Reducing fatigue and boredom in assigned tasks;

- The ability of all personnel to access medical documents if needed;

- Reducing job stress in medical records personnel;

- Creating a better working environment and increasing the job satisfaction of medical records department employees;

- Possibility of simultaneous access to patients' files;

- The possibility of making backup copies of patients' files and thus improving their security;

- Improving the confidentiality of patient information;

- The possibility of preparing various reports for research, statistical purposes, etc. .


The last word is; Organizational concerns in every department and organization are among the issues that cannot be solved except by using individual creativity, paying attention to the experiences of other organizations in a similar matter, and using new approaches. Therefore, it is very important to hold common thoughts and express experiences, even if small, in order to facilitate the work process in addition to raising the quality level of the work, and it is hoped that the experience presented in this article will also provide a clear perspective in the field of work of tireless colleagues in medical centers. brought