Project Profile: Helping An Office Grow Without Relocating

When a growing medical office needed extra room for a new physician to be added to their team, but didn’t want to relocate, it was time for them to figure out how to maximize their existing space.  The clear and logical solution was to utilize a large room that was dedicated to housing patient records.  This project profile provides an overview of the needs of this medical office and how Microtek helped solve not one but two problems.

Situation:

Valuable space needed for a new physician to see patients was instead being occupied by patient records, preventing the office from growing efficiently and comfortably.  Additionally, the office’s staff was in charge of scanning and digitizing the extensive shelves of records, which was not the best use of their time or professional training.

Challenges:

The medical office was working on a tight timeline to remodel the records room into a patient exam room so they could hire a new physician to help serve their growing patient base.  Unfortunately, by attempting to finish the scanning and digitizing work internally, it was taking much longer than anticipated.  The pressure the timeline placed on the staff grew as they realized they would not be able to complete the project as fast as they needed or wanted.

Solution:

Microtek met with the client to assess the situation and determine the best way to index and appropriately name all the patient records.  By working through this process together, it ensured each patient record could be accessed and retrieved with ease.  The Microtek team also helped them box up and label the boxes for all the records for transfer to Microtek headquarters, so the rest of the staff could focus on office and patient needs.

When the project was completed, Microtek delivered the easily searchable digital PDF records on a USB flash drive back to the client.  After the client had time to review everything and confirmed everything looked and worked like they expected, they sent Microtek their signed authorization letter to securely shred and dispose of their original paper records because they did not want them returned.  At Microtek, accuracy, quality, and excellent customer service are key, and our goal is to always ensure the client’s ultimate satisfaction!

Results:

The contents of an entire storage room of patient records now fit comfortably onto a single high capacity USB flash drive and are backed up on their server as well.  Also, because of this, our client was able to prepare their new patient exam room at a much faster pace, which not only allowed them to start helping new patients more quickly, but also generates additional revenue thanks to their expanded service.  The staff was overjoyed that the tedious and time-consuming scanning and digitizing work they had previously been tasked with was taken off their plate, letting them focus on patients’ needs and not converting patients’ records.  For our client, gone are the days of searching through shelves and flipping through hundreds or thousands of papers.  Now the staff can access any required patient record in seconds, which means they have more time to focus on what really matters.

We want to show you how Microtek’s almost 50 years of experience can help with your hassle-free document scanning experience!  All of our work is guaranteed!  If you have any questions, would like any additional information, or would like a free and no obligation consultation and estimate, please don’t hesitate to call us at 314-872-3322 or 800-264-2808 and ask for Aaron Liess or Mark Sandheinrich, or email us at sales@microtekstl.com.  Thank you!