Hospital Records Management Solutions.

Shelves Tech has given us on-site scanning job with DMS that is running successfully for the last three years”

Our client a Delhi based super specialty hospital handling 60 discharges and 2000 outpatient clinics per day. The hospital produces more than 11,000 medical record pages in a day. This hospital is a almost 40 years old, establishing itself as the most trusted healthcare service provider of Northern India. They wanted a solution that would reduce the number of mismanaged hard copies from their premises and create space for other productive reasons.

Business Requirement

It is the primary responsibility of the hospital to maintain and produce patient records on demand by the patient or appropriate judicial bodies. However, it is the primary duty of the treating doctor to see that all the documents with regard to management are written properly and signed.

Their problem is multifold and increasing with each passing day due to

Þ    There was multi-point generation of documents of various sizes.

Þ    The client required easy and hierarchy based access/ retrieval of these medical documents.

Þ    The huge numbers of old documents were in poor form and had to be treated with care.

Þ    Collecting the huge volume of hard copied medical files from different departments across various clinics under the organization


The implementation of a digital record management system is an investment. It will cost a bit to get it started, and some practices can’t afford to make the switch right away. But with any investment, it will pay returns over and over again until you’ve earned (or saved) more than it cost to set up. The client was offered a 3 tier solution. The first stage involved scanning of legacy documents and medical records that have been consuming the space for several years.

In the second stage we secured all the previous documents in portable storage devices and uploaded some in a document management system.

The third stage was implemented to ensure no backlogs are created in the future. An on-site scanning station was permanently set in their premises, with the deployment of a few professionals to execute the purpose

Hospital Records Management Solutions

Scanning Solution

“In the first consignment more than 4000000 (Forty lakh ) copies were scanned to reduce office space and time. By the second consignment, all other documents were scanned and saved in the searchable PDF. These documents are from their general hospital wing.

Apart from that more than 15 lakh document had been scanned from their Cancer wing. These copies were lying and occupying space for ages. The exercise of scanning and putting them in order took almost an year however we able put everything back in the desired condition in digital and physical form.

This exercise was not only highlighted the missing documents in previous files also provide the scope of merging the files of the recurring patients created accidently in their follow-up. The client is managed to clean up the mess of loose papers lying unclaimed as a part of existing files as our team identified the missing papers from the file and stitched along with the same.

Step 1:Bookmarking and Meta-data

Team has created face-sheets for every patient’s file at the point of scanning, to enable easy data retrieval in future. This face sheet include patient demographic information along with disease/treatment details .It also helped us arranging all documents in a well-defined and systematic order, aligning to the meta-attributes.

Step 2: Preparation of files for scanning and storage

Team used cleansers/cloth and special document de-humidifiers for treating old, qualitatively poor papers and fragile documents .Taped the torn and papers. This enhanced the quality and imparted visual clarity to the digital output.

Step 3: Scanning

Post preparation of files, team convert the physical files in the digital copies with the help of professional auto fed scanners to expedite the quality and speed of scanning. These scanned images have to move from a rigorous quality check process before they secured in portable devices like hard discs and some important ones were uploaded in a document management system.

Step 4: Training

The final step of the process is to provide the training of employees of the hospitals to handle the documents and operate the document management system.

Document management software Solution

Shelves tech comprehensive DMS software that worked as a repository for almost 5.2 million medical documents of different types, sizes and formats was installed in all the computers. This web based software operated centrally eased the data search, sharing and collaboration process   a web based platform.


Trained team was deployed at 12 scanning stations so that the old documents were scanned and additional team of 8 team members deployed to digitize the documents in a  moment they were generated, ensuring no backlogs and continuation of the seamless process.


More working space using prime office real estate to store business records is costly. Scanning your documents frees up office space so it can be used to generate more revenue for your company. Thousands of files can be stored on a single server rather than taking up space in bulky file cabinets.

• Enhanced Information Preservation

If you have important historical documents, you want to preserve them for years to come. Unfortunately, the aging process accelerates every time they’re handled. Document scanning is the “last touch” solution that lets you protect important information from physical deterioration with the added benefit of improving the legibility of old hardcopy records.

• Better Data Security

Protecting hard copy information is difficult at best. Scanned documents can be encrypted, password protected, and securely stored in the cloud. You can assign access levels to specific users and track all file activity.

• Improved Staff Collaboration

Document scanning makes it easy to share documents and collaborate on projects without having to reproduce information on paper. Staff in multiple locations can access and view electronic documents simultaneously.

• Audit Compliance

Compliance is a reality for most businesses. Document scanning makes it easier for your company to fulfill its legal and regulatory obligations. Digital files can be organized, indexed and produced quickly to meet the demands of even the strictest auditor.

• Better Customer Service

If you have customers in more than one region, it’s hard to provide consistent customer service. Instead of having to print and mail bills, invoices statements and other items, document scanning lets you get important information to your clients much faster.

Less Paper Clutter

Clutter kills productivity. Paper clutter doesn’t have to be the norm in your office. Document scanning prevents excess paper from building up in the first place so your employees can be as productive as possible.

• Improved Disaster Recovery

Paper documents are especially vulnerable to fires, floods and natural disasters. Fortunately, document scanning offers enhanced disaster recovery for your business. Digital images can be backed up to tape or hard drive or protected electronically with an e-vaulting solution.

• More Time

An AIIM survey found it can takes an average of 37 minutes to find one paper file. Document scanning streamlines file access across your organization. Files can be retrieved quickly and easily without having to leave your desk.

• A Greener Planet

Document scanning isn’t just good for business; it benefits the environment as well. According to the Paperless Project, the average office worker uses 10,000 sheets of paper every year. That’s a lot of trees! And even if a mere fraction of that paper ends up in the waste stream, it causes harm to the environment. 

Welcome To Shelves Tech Provide Complete Record Management Services, Document Scanning, Document Capture & Management, Physical Record Management Services.

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