There is a lot of information published through various media sources highlighting the benefits of Digitizing various types of medical records. There is no doubt that the benefits are real. They include medical records being available instantly to multiple users, reduces operating cost, release space, provide a complete audit trail of who has viewed every page, increases security and enhances disaster recovery options.

Moreover, as the data of medical records is saved in a structured database, the information from these records can be extremely useful for various analysis, clinical research, publishing research papers, drug trials etc. The hospitals can also use this data for in-house study and analysis to determine the line of treatments for various diseases, make optimum utilization of in-house facilities and it is an extremely & most reliable source of information for the Post Graduate students for their research and thesis.

The in-patient medical records in any hospital contain huge data and valuable information that can be useful for several aspects of medical field.

However, whenever any consultant, HOD or the Management requires any information out of these records, most of the times, either the paper file or the scanned document is made available to them. This leads to extracting the required information manually which is a highly laborious and time consuming process.

Similarly, in case of any kind of analysis or MIS required by the consultants, HODs or the management, several records either in the form of paper documents or scanned images are referred and the desired data is manually entered in an Excel Spread sheet for further analysis. This is also a highly time consuming process and take enormous efforts to get the required details. Moreover, due to the huge number of records, it becomes extremely difficult to locate the exact record and at times, the data may not be made available when required.

Further, clinician handwriting in the paper records and subsequently in the scanned images can be illegible and misread. These may cause problems and potentially fatal errors if the same record is required to be referred to for whatever reasons. Lastly, patient dignity and confidentiality is at risk since the information is not electronically protected.

Epic has the required competence and has developed a system that can capture the details mentioned in the Medical Records. Using this data, the consultants, HODs and Management can be provided with different functionalities to extract various reports and analysis for forward planning, research, academics etc.

Typically, the selective and required data is entered in the system developed by Epic and stored in a structured database. This data can be used for various reports and analysis through a Business Intelligence and Analytics Tool for the use of Consultants, HODs & Management. With the pre-defined access rights, the data can be highly secured and can be used only by authorized persons, Consultants, HODs and Management. The system will be highly scalable and user friendly. Therefore, the users will be in a position to extract desire details and analysis on their own.

Storing the vital information out of the patient records and entering the data in a structured database has several advantages as follows:

  • Fast and easy access to data.
  • Secured with all relevant privacy and confidentiality compliance requirements.
  • Higher level of efficiency in creating treatment plans for the re-visiting patients.
  • Paper copy record storage space in the hospital can be freed if allowed to store the records outside the hospital in a secured place.
  • Enhances data portability across multiple facilities.
  • Help ensure the integrity of patient records, reduce harmful errors arising out of illegible handwriting etc.
  • Sophisticated search, single content management solution.
  • Business Intelligence and Analytics tool can help in customizing the reports as and when required.
  • Various details and analysis can be extracted immediately by the users themselves.
  • Extremely important and real time data, reports and analysis can be available for any forward planning, various research related activities, academics, publishing research papers, and as a reference for Post Graduate students perusing higher studies.
  • Data extracted from the system in the form of reports can be converted in Excel Worksheet for further analysis.
  • As the system is highly scalable, certain specific parameters for generating the reports for different departments can be accommodated. However, this can be decided on case to case basis and required to be within the system design.
  • Non identified data can be made available for Government Health Departments and to the Pharmaceutical companies for various types of studies and research.
  • 24/7 access to the data which helps in availability of data when required.
  • Securely store records and back-ups with stringent access controls to protect the vital and confidential information.
  • Sharing amongst departments for collaboration and information exchange.
  • May be useful for checking the billing accuracy and any potential revenue loss.
  • Paper records once stored can be sealed if required so that any potential misuse of the same is totally controlled.
  • Possibility of right sizing some of the non-revenue generating staff.
  • A step forward to deploy Electronic Medical Records (EMR)

Epic with a strategic tie-up with a Healthcare IT and Services providing organization is working on a similar process for the largest Healthcare Service Provider in United Kingdom (UK). A highly competitive team of doctors has churned out thousands of records so far for this client. Hence, Epic already has the competence, knowledge, resources and the software support to provide Digitalization & Analytics for any Healthcare Service provider for their current and past records.