1. Document Collection
- Collect physical medical files: patient case sheets, lab reports, prescriptions, X-rays, discharge summaries, etc.
- Verify completeness and make sure all pages belong to the correct patient file.
- Categorize documents by department (e.g., OPD, IPD, Radiology, Pathology).
2. Document Preparation
- Remove staples, paper clips, and bindings→Repair torn or damaged pages→Arrange pages in correct order→Attach unique barcode or identification label for each file or patient.
3. Scanning Process
- Use high-speed document scanners (A4/A3, duplex scanning)→Adjust resolution (usually 200–300 DPI for text, 600 DPI for images)→Save scanned copies as PDF, TIFF, or JPEG depending on requirement→Ensure clarity and legibility — rescanning if needed.
4. Data Indexing & Metadata Entry
- Enter key fields manually or via OCR (Optical Character Recognition):
- Patient ID, Name, DOB→Date of Visit/Admission→Department / Doctor Name→Type of Record (Prescription, Test Report, etc.)→Tag and link each document to the correct patient profile.
5. Quality Check (QC)
- Perform 2-level quality check:
1. Image QC: Check clarity, cropping, orientation, and completeness.
2. Data QC: Verify correct indexing and data entry accuracy.
Maintain audit trails for reviewed and approved records.
6. Upload to Digital System / EHR
- Upload digitized records to the Hospital Information System (HIS) or EHR platform.
- Ensure correct linking with patient profiles.
- Backup data securely in cloud storage or secure servers.
7. Data Security & Compliance
- Follow HIPAA, NDHM (India), or other regional standards for data privacy.
- Restrict access through user authentication and encryption.
- Maintain logs of who accessed or modified records.
8. Integration & Automation (Optional)
Integrate digitized data with:
- Hospital Management Systems (HMS)
- Billing, Insurance, or Lab Systems
- Use AI/OCR automation tools to extract key data automatically.
9. Reporting & Maintenance
- Generate reports on digitization progress (files scanned, pending, etc.).
- Regularly update records for new patient visits.
- Maintain periodic backups and disaster recovery plans.
