Back Scanning Medical Records

Patient Medical Records Scanning

By Digitising Paper Medical Patient Files

  • Healthcare organisations will realize countless paybacks by digitising their medical records.
  • Surgeries, Healthcare Providers, and other Healthcare organisations will gain the ability to deliver a more logical and enhanced collaborative services
  • Staff will see a reduction in administrative work, allowing them to focus all their consideration on patients
  • There will not be a need to manage costly and time-consuming paper medical records
  • Through the digitisation of paper medical records, the Paperless 2024 objective becomes possible.
  • Digitise Medical Records Archive increase efficiencies throughout NHS. It is estimated that thousands of hours and personnel are required to administer paper medical records
  • Secure access to medical records through scanning means instant access is gained to any updates is made available to those needing to view the files.
  • Once the medical files are digitised, the expensive cost of handling and storage of paper-based files disappears. No more expensive buildings to maintain

For more details email or just call Colin on 07860704489

Digitisation and Back File Scanning of Historical Paper Medical Records

Recently there have been a number of recorded problems during the transfer of paper records to a digital format. These have caused problems related to medical defence claims.  In particular to where cardiotocograph traces feature.  Sometimes traces are cut up prior to scanning.  Reconstructing these traces for litigation claims can be complex.   Usually because parts can be out of order during the digitisation process, even if all the original sections are retained, reconstituting them will be time-consuming and not cost effective.  Negative interpretation can be reached by the courts from the defendant’s perspective. Needless to say, any loss of data or lack of clarity caused will undoubtedly be reflected against the defendant.

This can result in extremely expensive claims against for the NHS

At ASM DataCore all cardiotocographs are digitised as one continues image. Any CDs or MRI scans can be integrated into the appropriate patient file depending on the correct password being supplies. Any X-Rays contained within the files will be captured in Greyscales or Colour and again inert grated into the correct patient file.

Scanning the Patient Medical Records at ASM DataCore complies with NHS Digital Guidelines

For more details email or just call Colin on 07860704489

File Format Considerations

ASM DataCore is fully conversant with Docman and can produce an XML file containing all the metadata required for indexing purposes.

Docman accepts a number of valid file formats for saving documents within the EPR

The PDF is a quite common graphic file interchange format. It captures all the elements of a printed or published document in an electronic image that can be easily viewed, navigated, printed or forwarded to someone else. Information about the location of items on the page as well as the size and shape of page elements is all saved in a standard format which means the PDF looks the same independent of the platform Operating System or programmed used to display it. PDF files can embed type fonts and include interactive elements such as web links or form sections for text entry.

There have been instances where some PDF files although appearing in the library will not be viewable in Docman without depressing the F2 key twice. Our PDF does not create this problem.

The majority of documents scanned from the paper original or transferred electronically to the GP practice for filing are in the TIFF format. TIFF is commonly used for exchanging raster graphics (bitmap) images between applications. Filing a document in TIFF format within Docman supports file compression to reduce overall server storage space requirements and allows the practice to annotate parts of the document, for example by adding highlights or pre-formatted stamps

For more details email or just call Colin on 07860704489


Date Packing and Preparation Tasks.

Practice manager to confirm the date which the practice will start packing their medical records and also the date which scanned documents should be dated (this date should be pre Docman for the practice).

Practice Manager to advise outsource supplier how paper records are currently filed i.e. alphabetically or by date of birth and also whether males and females are filed separately.

On an agreed date outsource company will arrange for delivery of packing boxes to the practice, these will be delivered flat packed.

Practice should begin packing records, recording the required information in the electronic inventory.

Practice to supply box packing list and electronic spreadsheet containing all relevant data for upload purposes.

Practice manager to advice outsource company of expected completion date for packing/collection.Outsource company to confirm number of boxes collected to Practice manager.

For more details email or just call Colin on 07860704489

Scanning Process.


  • All files to be checked against packing list. Practice to be informed of any differences between packing list and files checked.
  • File preparation prior to scanning- staples remove, dog eared corners straightened etc.
  • Barcode document identifiers /separators to be inserted between files.
  • Any CDs DVDs etc. to be identified and logged, if unable to open and merge into scanned file they must be returned to practice manager.
  • Any poor-quality documents found in the preparation process – a poor quality notification will be included in the scanning process of files.
  • Front and back of file covers to be scanned as information on covers could be relevant.
  • Pages to be scanned at 200 dpi any images with colored content to be scanned as color.
  • On completion of scanning all files to be returned to original box with packing list.
  • Files to be indexed using spreadsheet as lookup table, any anomalies to be advised to practice manager.
  • When  all files digitised images and associated files to be uploaded to ftp site for uploading into Docman.
  • Scanned Documents to be securely shredded once written instructions for destruction for shredding is authorized.
  • Prior to authorised destruction practice manager to check an agreed number of files for quality etc.
  • For more details email or just call Colin on 07860704489