Year: 2021

Scanning HIPAA-Compliant Health Records Fast and Accurately
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Scanning HIPAA-Compliant Health Records Fast and Accurately

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Fast, Accurate, HIPAA-Compliant Professional Medical Scanning

Today’s new federal healthcare laws have created some challenges for the medical industry in Houston, TX and throughout the country. Specifically, the Health Information Technology for Economic and Clinical Health (HITECH) dictates that there must be an electronic medical record, or EMR, in place for every United States resident by 2014. Any medical entities that do not comply with this law run the risk of serious penalties. If your organization is heading toward non-compliance, The Document Group’s professional medical scanning services can help.

scanning a stack of medical records with stethoscope

From Paper to Electronic Image With Digital Scanning

Our top-of-the-line Cannon digital scanners can quickly turn the largest piles of paper documents into electronic images that can be stored on a customer’s internal database or document management system. We fully understand the new healthcare laws so all of our scans are HIPAA-compliant to protect patient confidentiality.

Scanning services we offer to the medical industry include:
  • Physician Notes
  • Patient Charts/Records
  • Medical Charts
  • Prescriptions
  • Lab Results
  • Imaging Results
  • Ambulance Call Reports
  • Explanation of Benefits (EOBs)
  • Insurance Bills
  • Accounting Records

Incentives Available For Health Records Scanning

In addition to avoiding penalties, certain hospitals and medical professionals in the Medicare and Medicaid community can receive incentive payments for switching to electronic health records (EHR). The list below outlines who is eligible for these incentives in each area.

  • Eligible Medicare Entities
    • Doctors of medicine, osteopathy and pediatric medicine
    • Doctors of dental surgery or medicine
    • Doctors of optometry
    • Chiropractors
    • Critical Access Hospitals, CAHs and Medicare Advantage hospitals (Incentives are paid under an inpatient prospective payment system or IPPS.)
  • Eligible Medicaid Entities
    • Physicians
    • Dentists
    • Certified Nurse-Midwives
    • Nurse Practitioners
    • Physician Assistants (settings vary)
    • Hospitals with at least 10 percent Medicaid

Records Management For The Twenty-First Century

Make no mistake, EHR compliance is unavoidable. However, health records scanning has become an important part of quality health care practices for both patients and practitioners in today’s digital age. Benefits include better protection of health records, quicker retrieval time, simultaneous access by physicians, fewer lost files, and reduced filing space.

The Document Group Can Handle It All

When you’re ready to move to EHR, we’ll handle everything without any interruption to your patient medical care or billing services. Once we’ve completed our initial scanning services, we can help maintain your system by handling new records as they arrive.

Let the Document Group be your go-to source for health records scanning today and in the future. Connect with us now for a free quote!

Schedule Your Scan Project Today!

Let us show you how easy it is to accomplish your scan goals. Fast, Accurate and On-Time!

Get Your Quote Now

At The Document Group, we understand we must earn your business. Give us the chance to do it. Remember, Service Is Our Style!
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Personalize Your Marketing With Digital Variable Data Printing

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Customize Your Marketing With Variable Data Printing

In the not too distant past, preparing brochures and other marketing collateral was both expensive and time-consuming. Printing in bulk lowered costs; only cost-effective option for market segments was to add personalized material to brochures. However personalizing output for different markets, much less different customers, was virtually impossible.

The Advent Of Personalized Printing

Digital printing enhances marketing with high-quality, personalized, full-color documents akin to offset printing. By interfacing computer databases with the printing process, you can now mass-customize documents, rather than just mass-producing them. Variable printing merges marketing messages into complex materials using technology similar to mail merging.

This personalization can take one of several forms. The simplest level involves adding a name on each copy, similar to a mail merge. Next step is to add customized text and images to target different markets. Finally, full variability printing allows personalize text and images for each individual address. In all cases, the format and basic layout remains the same, along with some shared language, while some elements vary based on who will receive the output.

Roland large format printer on a print run

Creating Variable Data Printing

Variable data printing or VDF is accomplished in three ways:

  1. A static document is loaded into the printer memory, and the printer is instructed to always print this document in addition to variable data that’s printed on top of the static document. The simplest of VDP technologies, this approach is also the most limited.
  1. Both the static document as well as variable elements are combined to create separate digital documents for each recipient or group of recipients. The downside of this approach is that print files are large and can easily overcome the capacity of the print driver or Raster Image Processor (RIP), and printing is slower.
  1. Using VDP software, static and variable elements are combined in such a way that the driver only has to process and store the static elements once. This type of software is included in Adobe InDesign and in standalone or bundled software offered by many manufacturers.

Marketing Benefits Of VDP

VDP enables you, as a marketer, to be more effective in reaching your customers. Print one job for personalized postcards or bound reports with relevant images, text, and standard content. You can also create unique product variations for different markets by changing pictures and text.

The Document Group of Houston, Texas offers digital printing with variable data printing capabilities. You retain the benefits of high quality color printing and excellent image quality along with the type of customization that maximizes your marketing dollar. For information about this technology and samples of VDP in action, call us at 888-316-4670.

Document Management Can Make Your Office Go Paperless

Document Management Can Make Your Office Go Paperless

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The concept is appealing: less clutter, storage space, and document costs. Achieving paperless offices has drawbacks, but reducing paper still has benefits. Research done by Price Waterhouse Coopers about the cost of continuing to do business with paper shows mind-boggling statistics about the cost of handling paper.

  • Filing a document costs $20 while finding a misfiled one can cost $120 and replacing a lost document can cost up to $250.
  • Over 10% of filing is for naught as 7.5% get lost and 3% are misfiled
  • While professionals may spend 5 to 15% of their time reading documents, they spend 50% of the time looking for them.

Going Paperless Is Possible...Even For You

The filing costs may seem artificially high, but the estimate includes the cost of file cabinets, file folders, labels, and preparing the file folders for use as well as the wages and benefits of the persons doing the filing. Most companies have no argument with the cost and inconvenience involved in looking for or replacing a misfiled document, until they realize the amount of time spent in paper shuffling.

digital vetruvian man
cd-roms floating over pantone color sheet
TDG employee scanning aperture cards
Alternate logo
Houston skyline from a distance
hand drawing of digital assets
the outside of the Document Group's downtown offices
printing sales brochure showing samples of our products

Document Management May Be The Answer

The way around this is to have a document management system that has documents captured electronically in a properly networked office. Newly created documents can be scanned.  They can then be put online so that any authorized person can access them. If the electronic file management system is set up correctly, properly filing (and finding) new documents should be easy.

The dilemma in many companies is that they already have files filled with reams of hardcover files. When doing new business with an old customer that has paper files already created for them, the temptation is to make a paper copy of new documents to put in the file. The way around this is to scan old files so that all of the company’s records will be in one place online. Document scanning services can assist in converting paper files at established companies, speeding up the process of going paperless.  

Changing Employee Mindsets

two men congratulating each other while two women sit at a nearby table paperless

A second impediment to a paperless office is employee mindset, as clients often feel more comfortable with a paper copy of the document in their hand. As workers become more aware that documents are always available online in scanned form, they will become less likely to do unnecessary printing. Employers who want to promote a more paperless approach can change attitudes by having user-friendly electronic filing system and by encouraging employees to only print what they need.

This acknowledges that there is a time when having a paper copy is often necessary, while stressing that if someone needs information on pages 7-10, they need not print the entire document. In most companies, the reality is that a paperless office is one that uses a minimum amount of paper, while not totally eliminating it.

The Document Group Can Help You To Go Paperless Too

Is going paperless a practical concept for your office? The Document Group, which offers professional document management and scanning, as well as storage solutions for old paper documents, we CAN help you decide how to eliminate unnecessary paper usage and paper storage in your office. Call us today at (888) 316-4670 or via our website form.

Get Your Quote TODAY!

We can help with any of your printing projects - Fast, Accurate, and On Time, every time!
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Need Litigation Services? Find The Right Printing Company In Houston
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Need Litigation Services? Find The Right Printing Company In Houston

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Need Litigation Services? Find The Right Printing Company In Houston

As a law firm, you need more than just quick printing. You require accuracy, convenience, and innovation. Litigation support and on-demand services are crucial. Your law firm requires high accuracy, convenience, and innovative service delivery options on demand. Litigation support may be needed, requiring timely access to a variety of services as per your requirements. 

Put simply, a copy service that can provide flexibility. A facility that requires you to drop off and pick up your materials during business hours just won’t work for you. The Document Group can do all of this for you.

Your needs may fall into three general areas: printing, presentation materials, and litigation support. 

employee working at his desk litigation

When You Need Litigation Printing...

Even though you may have high-end copy equipment in your office, printing services are often much more efficient. Why? Aside from being carefully reproduced with great attention to proper sequence, the legal briefs, trial presentations, appeal documents, and other materials that you need printed may have special requirements, such as:

  • Bates stamping for proper identification of each image and each page
  • Drilling, indexing, and binding so that the finished documents can be inserted in binders or properly bound for easy use
  • High-volume capacity for major trials

For ultimate convenience, need a copy service that will pick up and deliver your materials, accept electronic files for printing, or if you require utmost confidentiality, do the work for you at your location.

electronic discovery litigation

Preparation Of Trial Graphics And Exhibits

When you have images or documents integral to your case, large-scale, clear graphics are important to making your case to the judge and jury. You may need both graphic images and documents enlarged, laminated, and mounted.

During the trial, you may need someone to manage the technical equipment in the courtroom and the private area where you strategize.

Complete Litigation Support Services

In an electronic age, you may not just need to assemble paper documents for trial, but also manage ESI, or Electronically Stored Information. This process could include:

  • Having some documents scanned and others saved in PDF format decoded and made searchable through OCR (Optical Character Recognition)
  • Providing electronic discovery (E-discovery) to uncover evidence stored in data sources
  • Obtaining authorization for record release from employers, doctors and hospitals, educational institutions, tax agencies, and the Social Security Administration
  • Dispatching files in response to subpoenas
  • Providing an FTP site where you can deposit documents
  • Hosting a well-organized database that merges paper and electronically stored documents
  • Verifying that you are in compliance with electronic filing requirements
  • Providing records in whatever form is required, be it hard copy, CD/DVD, or electronic files on a private server

The Document Group Has You Covered

The Document Group, based in downtown Houston, offers comprehensive services to the legal community for trial and legal support. We have technology to assist at our site or yours, 24/7, with free pickup/delivery in the Houston metro area. We can ship printed materials and media throughout the country.

To find out more about the comprehensive package of services that Document Group offers to the legal community, call us today at 888-316-4670 or 713-343-4005.

Schedule Your Scan Project Today!

Let us show you how easy it is to accomplish your scan goals. Fast, Accurate and On-Time!

Get Your Quote Now

At The Document Group, we understand we must earn your business. Give us the chance to do it. Remember, Service Is Our Style!
Free Quote Form