Client Overview

Company
Data Conversion Firm

Location
Brussels, Belgium

Industry
Business Process Outsourcing (BPO)

Project Objective

To establish a streamlined, high-quality process for scanning and managing over 100,000 patient medical forms daily with a strong focus on accuracy and fast turnaround times.

Solution Overview

A custom workflow was collaboratively designed, developed, and approved by the client to meet the specific needs of high-volume medical document processing. The workflow enabled the seamless scanning, classification, and indexing of patient medical forms.

Technology & Tools

Based on the client’s specifications, dual-stream scanners were selected to capture four images per sheet — front and back in both black-and-white and color formats.

This ensured data integrity while meeting archival standards for both clarity and compliance.

Key Challenges

• Unexpected blank pages and pre-printed pages appearing during scanning
• Inconsistent document orientations requiring manual correction
• Improper stacking and categorization of documents provided by the client
• Reorganizing files to align with the workflow structure and avoid incorrect data entry
• Training operators to understand medical terminology and various document types

Implementation Approach

Team Setup

A team of 20 data entry operators with a basic understanding of medical documents was selected to handle the project.

Scanning Workflow

1. Picking

Manual selection of patient files based on hospital-provided lists.

2. Preparation

Files were organized and prepared for scanning by removing staples, correcting document order, and aligning pages.

3. Scanning

Dual-stream scanners captured four images per sheet for optimal clarity and archival quality.

4. Identification

Raw scans were uploaded and matched with the patient database using DocFlow software.

5. Clean-Up

Blank pages and pre-printed pages were removed, orientations were corrected, and the optimal color format was selected.

6. Stacking

Pages were grouped based on document type such as emergency letters, internal letters, and external letters, or by department such as gastroenterology, oncology, and neurology.

7. Classification

Document stacks were labeled according to their appropriate categories.

8. Quality Control

Quality control experts verified that classifications and documents met the required standards.

9. Production

Final outputs were delivered in both PDF and XML formats.

Benefits to the Client

• Significant reduction in physical storage requirements through digitization
• Improved accessibility and comprehension of patient records, enhancing patient care
• Environmentally friendly digital solution that helped reduce operational overhead
• Increased data security and compliance with confidentiality standards

Value Addition

Through continuous enhancements in technology, processes, and skillsets, our document scanning and conversion services remain at the forefront of innovation.

These improvements empower our clients to stay competitive by transitioning from analog to digital with confidence and efficiency.