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Health Records Scanning to Enhance Efficiency and Patient Care

Despite the adoption of electronic medical records (EMR) systems, hospitals and medical practices alike continue to face a number of challenges as a result of paper-based patient files being maintained:

  1. Space Constraints: Paper-based charts take up a significant amount of space. In fact, in a small to medium sized clinic, paper charts can often take up more than 200 square feet. This is space that can be much better utilized to patient services and/or revenue-generating activities.
  2. Resource Constraints: Maintaining paper-based charts limits a clinic/hospital’s ability to automate and streamline various functions, and often leads to excessive staffing requirements to:
    • Manage paper charts (checking in and out)
    • Manage physician billing
    • Address “rogue” documents and filing errors
    • Maintain physical security required for paper charts
  3. Access Constraints: Paper charts can be challenging to access and even more challenging to replicate if needed. Further, the risk of housing paper charts is significant; for example, time and time again we hear about organizations losing their information to fire or flood. Digital records provide for ease of access and redundancy. Partnering with the right EMR and/or Document Management Software provider allows for access and security alike. Octacom’s Odiss™ Document Management Software is leveraged by the likes of Hamilton Health Sciences, Peterborough Regional Health Centre, Toyota and many other organizations.


Octacom scans and hosts tens of millions of health records in its Canadian-based private cloud on behalf on health care organizations, including hospitals and medical practices. On a daily basis, Octacom picks up daily health records from its clients and provides a commitment to swift scanning and loading to their EMRs, also providing 1-hour retrieval services on a 24 x 7 x 365 basis while health records are being scanned:

  • ER Records: < 6 hours
  • Day Surgery Records: < 12 hours
  • Inpatient Records: < 24 hours


When selecting a partner, ensure you’re working with a reputable and audited organization! Octacom follows robust privacy and security standards, and is a SOC 2, Type 2 Audited organization, mapped to the HITRUST Common Security Framework, one of the most respected data privacy and security frameworks with a tilt to healthcare and personal health information.


Case Study: Midwives of East York

After embarking on a scanning initiative with Octacom, the team members from The Midwives’ Clinic of East York-Don Mills find the Odiss™ functionality intuitive and straightforward. With minimal training, the administrative staff and midwives are able to immediately access patient records by searching based on a number of Patient search fields.

The clinic no longer requires off-site storage for Patient Records. Administrative staff and midwives have immediate access to patient records at anytime and anywhere resulting in access to valuable information and improved patient care.

And in a medical practice, space is money—meaning every square foot occupied by physical records represents thousands in wasted resources. Shelves upon shelves of cumbersome files are siphoning resources that might otherwise be allocated to increasing efficiency, prioritizing patient care and improving employee happiness.

Please click here to download the case study.


About Octacom

Octacom provides document and data management solutions to clients across North America from mid- and large-sized health care organizations, corporations and governments to non-profits. Established in 1976, we are a privately held, 100% Canadian owned company.

Working with Octacom allows you to improve customer service, lower your operating costs and realize a positive impact on your bottom line. Eliminating manual processes will help your organization achieve these goals and allow for more focus on your core business priorities.

Learn more about Octacom’s Health Records scanning solutions and how we can help you improve patient care, save money, and add efficiency to your operations.


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