Document Management - FAQs

» How can the OmniMD^™ document management module make practices paperless?

The OmniMD^™ document management module uploads all your paper records into a digital format. This electronic document management system is the best solution for your document management needs, including capture, conversion, storage and retrieval. OmniMD^™ provides services for scanning and indexing paper records into electronic format. Once paper documents are scanned and indexed, OmniMD^™'s document management software gives instant access to patient records. With instant access to information, the services eliminate the headaches of cumbersome document storage with paper. Your records are scanned and tagged, eliminating paper records, paper reports, and patient charts.

» What type of documents can be scanned and stored in OmniMD^™ ?

All documents, X-Rays, scans, lab reports, and medical forms can be scanned and stored. The scanned copy is converted to PDF format (an Adobe Acrobat Reader file) for storage.

» How does OmniMD^™ reduce practice storage space requirements?

OmniMD^™’s Document Manager System radically reduces burdensome paper record storage and management. It creates an organized and paperless healthcare practice, providing universal accessibility to all scanned documents in digital format. An average mid-sized practice can save up to $5,000 a year in storage space alone by digitizing all paper charts.

» Can the scanned documents and reports be linked to EMR data in OmniMD^™?

Yes, OmniMD^™’s Document Manager integrates seamlessly with the Electronic Medical Record (EMR) system, and automatically attaches documents to the correct patient record. The local fax machine, printer, server and scanner are integrated with the OmniMD^™ Document Manager, ensuring fast transfer of incoming and outgoing records into electronic format. All incoming faxes get uploaded directly into the OmniMD^™ EMR system without any need for scanning. The OmniMD^™ Document Management System attaches insurance reports, external lab reports and other documents directly into the Electronic Medical Record. Once in the system, these documents can be organized and indexed in a much more efficient manner compared to paper medical records.

» What is the basic process of indexing and storing documents in OmniMD^™, and where are these stored?

The OmniMD^™ Document Manager module, integrated with OmniMD^™ EMR, provides the provider and the practice with powerful and simple document storage and indexing features. Vital patient reports, forms, CT scans, lab reports and other such documents can easily be categorized by patient name, document name, provider or document type. This enables instant access to the relevant document, something that’s not possible with manual indexing and storage of paper records.

» Can documents be shared with external providers?

The OmniMD^™ electronic Document Management solution allows secure sharing of relevant patient documents and reports with external providers, specialists, and consultants. External providers can view documents through a secure, restricted-access portal. Restricting access for external providers ensures HIPAA compliance for privacy issues.

» How does OmniMD^™ increase the productivity of practice staff, using the document management module?

Electronic Document Management Systems can easily automate mundane office tasks such as filing, storing, and researching patient medical records and those records are now instantly accessible at any workstation. The Gartner Group estimated that a typical office’s staff spends about 8 hours per week managing paper records - creating, filing, and finding them.

A study by Cooper and Lybrand estimated that about 7.5% of paper documents become temporarily “lost,” and about 3% are misfiled, leading to semi-permanent “loss.”

Now a practice scans or produces and electronically links records to each patient in OmniMD^™ EMR, and one never needs to chase a paper record. The clinic staff need not spend agonizing hours in indexing and storing paper records. A considerable amount of time is wasted in retrieval and searching old reports and documents. With electronic scanning and indexing, it is virtually impossible to lose a document filed with the EMR.

» Is there a requirement for a special scanner when using OmniMD^™?

No, any Windows 2000 or later-compatible scanner can be used with OmniMD^™ Document Management System.

» Does OmniMD^™ provide services for scanning the practice’s paper chart backlog?

In order to make your transition from paper to EMR simple and easy, OmniMD^™ also offers scanning of all old paper charts and records. All documents can be organized and stored collectively in a systematic manner with the document manager. For more details about these services please visit: