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Scanning and Document Management

It’s a Great Time to Go Paperless !!!

The Healthcare Industry is buzzing with confirmation of the Health Information Technology for Economic and Clinical Health Act of 2009 (HITECH). HITECH will provide bonuses in the form of Medicare and Medicaid incentive payments for meaningful EMR (Electronic Medical Records) users. To optimize the benefit of the selected EMR system and qualify as a meaningful user, existing documents will need to be scanned and loaded into the EMR. The federal government has provided incentive for record conversion by including more than $20 billion in the current American Recovery and Reinvestment Act in an attempt to accelerate EMR conversion.

Digitization of health records is thought to represent one of the most significant areas of savings for our nation’s healthcare system, with estimates running as high as 3% of GDP (Gross Domestic Product) or $60 billion per year. Currently, only 1.5% of hospitals and less than 10% of physicians have converted all of their patient records to digital form. It is expected that the adoption rate by 2015 will be 70% of hospitals and 90% of physicians.

Michigan State Law requires that medical records need to be retained for a period of seven years from the date of patient discharge. This mandatory retention of paper files has translated into costly storage fees and loss of valuable office space. For these reasons, together with government incentives …there has never been a better opportunity to make the transition to a paperless system.

Let AccueData’s Smart Imaging Services provide you with solutions for all of your document management needs.


  • Digitized (scanned) files will allow the provider to satisfy a portion of the meaningful use criteria necessary for HiTech Stimulus re-imbursement funds.
  • Digitized files provide an off-site back-up system in case of fire, flood or theft. Accessing digitized files alphabetically by field or demographics saves time and increases productivity.
  • Reclaim lost office space and eliminate storage costs by converting your practice to a paperless file system.


  • Scanning project can be performed in stages (i.e. a quarter of the total volume) to accommodate a customers comfort level or budgetary constraints.
  • Urgent need of a file in process can be resolved by simply providing us with the patient’s name. We will locate, scan and deliver the PDF via a password protected ,“zipped” email within 1-2 hours.
  • There is no need to install specialized software to view PDF files. Adobe's Acrobat Reader comes installed on most computers or can be downloaded at no cost from the Internet.
  • Already have document management software installed? Smart Imaging will convert the file format to match any software requirements


Smart Imaging offers free pickup services from most locations in Michigan, Ohio and Indiana.

Documents can also be sent as often as needed (daily, monthly, etc) via shipping carrier (UPS, FedEx, DHL, USPS, etc)

Box ID, box inventory, de-stapling, 2-faced document detection, page orientation, double-page separation and other preliminary steps are part of the document preparation. Digitized scanning can then be efficiently expedited.

Upon project completion, the original hardcopy material can be stored at Smart Imaging’s facility for 3 months, returned to client or destroyed …all at no additional charge.


Smart Imaging will scan and deliver patient files in the PDF format. However, no format poses a problem for
our programmers. Over 82 output formats have been customized and delivered to our clients thus far.

It usually takes 48 hours to adapt our software packages to a new format. The customization process is free of charge. Most output formats are derived from other major standards (i.e. XML, MDB, comma-delimited, CSV, etc.) and can be delivered via email, FTP or CD-ROM.

If you already have a document management system, our field consultants will work closely with your database provider to make sure that your files are digitized in the proper format.


Database output formats: XML, CSV, MDB, XLS, etc Graphic output formats: PDF, TIFF, JPG, etc.





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For more information: (248) 236-8101 or