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CASE HISTORY
University of Rhode Island, Kingston, RI
Problem: In order to conserve storage space
for student health service records and to manage requests
for medical histories and immunizations, the University of
Rhode Island (the state’s largest university with a
current enrollment of more than 10,000 students) was using
a microfiche system. When faced with the costly replacement
of a failing reader/printer, the staff began to look at newer,
more efficient and cost-effective technologies for storage
and retrieval. URI originally selected a company that used
expensive proprietary software to convert three year's of
health service charts to CD-ROM, but felt they needed an even
easier, more cost effective system.
Solution: After evaluating proposals from
several vendors, Advanced Imaging was selected to convert
URI's new charts to CDROM as well as to convert and re-index
the records scanned by the first vendor.
Advanced Imaging installed free software on every computer
in the department. The software was so easy to use that the
entire staff was trained in less than an hour and at no charge.
Now, the staff can search by name, social security number
or chart number to retrieve, tag, print, and e-mail any document
in seconds. Since each CD-ROM stores up to 20,000 documents,
there is plenty of room for incoming health charts. This conversion
has saved the department countless hours of employee time
and thousands of dollars.
The Advanced Imaging process is the solution for long-term
storage and retrieval of health service records that can save
thousands of dollars!
Advanced Imaging’s unique scanning process first creates
an archival microfilm copy of all documents, and then scans
the film to produce a CD-ROM. The CD-ROM is indexed for active
use and the microfilm serves as a permanent backup and is
available to be re-scanned to other media if necessary.
Advanced
Imaging serves the following University Health Care Records
Management Clients:
* Boston College
* Quinnipiac University
* University of Rhode Island
* Central Connecticut State
University
* Fairfield University
* Sacred Heart University
Health Care Records
Management Testimonial:
Boston College"I am writing to tell you how
thrilled the staff is with your CD-ROM medical record scanning
system. As you know, we have a large student population and
receive hundreds of requests for copies of medical records and
immunizations. In the past we had to search through reels and
reels of microfilm in an attempt to find the student and then
only to discover that the quality of the film was less than
ideal. Your CD-ROM scanning system has decreased the search
time considerably. By simply searching on the name of social
security number they can quickly retrieve the record. They are
then able to view a "slide show" of the medical record
and tag the necessary files for printing. The quality of your
imaging is superior to the microfilm images of the past and
since we can print directly onto our laser printer the finished
product is clear and easily readable. An added benefit is the
decrease in storage space required for CD verses microfilm.
the staff is so pleased with your product that the only problem
I ma faced with now is how do I get administration to agree
to the scanning of the past four years of medical records? It
was a pleasure dealing with such a professional staff of individuals
who understand the needs of their customers."
-- Cindy Lubianez,
MS, RN, Assistant Director of University Health Services at
Boston College
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