August, 1996 Network scanners reduce paper-based inefficiency By Dennis Hamann, Product Marketing Manager, Hewlett-Packard The volume of paper information being generated in many of today's healthcare facilities is overwhelming. Scores of medical forms, patient records and research data continue to be maintained in the offices of healthcare providers--creating an unnecessary mountain of paper which consumes valuable office space. This paper-based storage method is not only inconvenient, but extremely inefficient. Many healthcare providers have begun to realize significant cost-savings and have made great strides in office productivity by managing information electronically. Moberly Regional Medical Center, an acute care hospital in Moberly, MO, is one such example. Hospital administrators, well aware of the abundance of paper documents, began to concern themselves with diminishing productivity among the hospital's staff. After examining the facility's internal record-keeping system, it was found that the process had become ineffective. The system was costly and inefficient, largely to due to the hospital's dependence on paper-based information. Hospital staff at Moberly routinely shuffled paper documents between folders, file cabinets and departments--all of which stole precious time away from the work day. In Moberly's admittance department, for example, new patient folders were automatically stuffed with photocopied insurance cards and medical forms. The materials were stored in a central location, requiring employees to routinely leave their desks, travel to the file cabinets and sift through file folders to access individual patient records. This labor-intensive process was one of many administrative inefficiencies rooted in the hospital's reliance on paper. Hospital administrators began to realize the strain this put on hospital resources and productivity. "I remember everyone's desks piled high with stacks of papers," said Grant Tucker, director of business services at Moberly. "Even after they were filed, papers impaired productivity and often led to misplaced information." In an effort to reconstruct Moberly's antiquated system, administrators decided to convert the majority of paper-based records to electronic form, providing immediate access to information from the desktop. This process would allow hospital staff to efficiently store, share and distribute information electronically over the hospital network. With the help of an HP network scanner (specifically, a Hewlett-Packard ScanJet 4SI), users could conveniently capture paper-based information, transfer it to electronic format and seamlessly integrate it into their word processing and spreadsheet applications. "Now, we scan, store and retrieve documents electronically," Tucker said. Using the network scanner, Moberly employees can store electronic files on a centralized server. These files can then be accessed, manipulated or printed by any number of users throughout the hospital. The network scanner not only established a new and more efficient system, but it allowed Moberly to realize a tremendous cost-savings as a result of increased staff productivity. "We saved time, labor and, most importantly, money," Tucker said. Widespread reliance on paper The healthcare industry is not alone in its dependence on paper-based communications. Organizations throughout the country print an average of 600 million documents each day, according to the Gartner Group, a Stamford, CT-based research firm. Despite its drawbacks, reliance on paper continues to be strong. Conversely, digital information is becoming increasingly accessible with the trend toward networked PCs, E-mail and Internet-based on-line services. The quantity of information this generates will require a more efficient workflow model, one that emphasizes greater control over the material whether it is in paper or digital form. The network scanner is essentially a "digital converter" that allows users to convert paper-based data to electronic form. This more efficient workflow model affords users greater control over their information. A user can, for example, scan a patient's medical records and send it to any other user on the network, whether across the hall or in another hospital. The received document can then be edited electronically, filed, distributed or printed. In addition, the network scanner is designed to support over 100 of today's most frequently used programs, such as word processing, groupware and spreadsheet applications. For example, Moberly's chief financial officer integrates scanned information into his spreadsheet application to create internal financial reports. A recent study by Healthcare Information & Management System Society (HIMSS), shows that 29% of medical facilities have already implemented computerized patient records, while 64% plan to do so within the next few years. Of those respondents, 45% cited the ability to access comprehensive patient information as the most important advantage of the technology. "Electronic communication is a strategic tool that aids healthcare professionals in making intelligent decisions," said Howard Anderson, editor/publisher of Health Data Management magazine. "The long-term goal is to compile complete patient information on electronic files." According to Anderson, electronic record-keeping will allow healthcare facilities to spend a greater amount of time with patients, and less time shuffling papers. What is a network scanner? The network scanner allows users to bridge the worlds of paper and digital information. Unlike traditional desktop scanners that are often limited to personal use, a network scanner connects directly to a LAN environment and supports workgroups. The scanner enables network users to distribute and share paper documents by scanning and linking them to E-mail, groupware or PC fax applications. A network scanner features an automatic document feeder that can process up to 15 pages per minute. Integrated optical character recognition (OCR) software automatically converts the scanned pages to editable text. Users are able to quickly scan documents without impairing network performance. Data compression utilities automatically compress the scanned files before they are transmitted back to the network, increasing the transmission process by using smaller files. This data compression capability also reduces the amount of disk space used by the server. The network scanner is becoming increasingly popular largely due to its ease-of-use and affordable cost. The HP ScanJet 4Si scanner used by Moberly is available for under $3,000. Unlike high-end imaging systems, the network scanner is a cost-effective solution for handling workgroup requirements typical of a network environment. A more efficient way Companies have typically followed a traditional model of sharing information, in which documents are typed, printed, copied and hand-delivered or mailed. Today, the network scanner provides a quick and inexpensive alternative to this model. The network scanner enables data to be scanned directly onto the desktop, allowing the digital information to be shared electronically via networks and used as needed. This accelerates decision-making and administrative processes, saving significant time and money. Using a network scanner as an electronic input device cuts down on the time it takes to manually process patient information. In one quick step, scanned information can be disseminated throughout the network. Not only does this provide for immediate distribution, but it also allows the electronic information to be accessed by all network users. The network scanner is contributing to a large and profitable shift in healthcare organizations today. Not only do scanners reduce the operational costs between the use of paper and manual entry, but they also enable electronic files to be shared and accessed between various departments. Internal and external communications are also facilitated by the ease with which healthcare providers can locate and manipulate these electronic files, eliminating the obstacles and inconvenience of paper-based documents. Dennis Hammann is product marketing manager for Hewlett-Packard, 208-396-6350, fax 208-396-5489, web site, www: http://www.hp.com/info/1259.
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