Healthcare · Client case study
A staged plan for 27 cabinets of patient charts
When Komer Clinics moved into a building with limited storage, the team needed to manage a large archive of patient charts while preserving access according to retention needs. A paid proof of concept helped shape a phased scanning plan.
Talk through a patient-records projectExplore a proof of concept
The challenge
Keep useful records accessible and plan around retention
Some charts were needed for ongoing consultation and compliance, while others were rarely accessed or nearing the end of their retention period. Scanning the entire archive at once risked digitizing records that would soon be eligible for destruction.
The approach
A staged plan built around the clinic’s needs
The project began with a paid pilot, then used the clinic’s retention schedule and retrieval needs to help prioritize the next steps.
Start with one box
The clinic began with a paid proof of concept using one banker box. The pilot demonstrated scanning and indexing output, let the team refine the indexing approach, and helped define the scope and proposal for the full project.
Follow the retention schedule
Records were moved to a secure scanning facility and reviewed against the clinic’s retention schedule. Charts approaching the end of their retention period were catalogued by box for retrieval.
Keep access in view
Polar Imaging combined Data Analysis and Scan-to-Zero to prioritize records and manage digitization in stages. Selected records were scanned. Any destruction took place only with the clinic’s authorization.
Reported benefits
What the staged approach supported
Identified charts nearing the end of their retention period, reducing the need to scan records soon eligible for destruction.
Kept retained records catalogued by box for retrieval.
Supported access to active records while reducing the volume of paper charts kept on-site.
These benefits are specific to the Komer Clinics project. The source material does not document a quantified savings figure.
Client perspective
In the Komer team’s words
“Being able to complete a proof of concept was extremely helpful in the early stages of our decision process. Our clinic was able to see the results of the scanning and experience the service before moving forward with the project.”
“We came to Polar Imaging with a problem to solve. We came out with a custom solution tailored to what we needed. Their level of expertise and their quality of service was very impressive from the very beginning.”
Read the full Komer testimonials
“We had considered a number of companies to digitize our patient files. Through our conversations and then the Proof of Concept, we recognized that Polar Imaging understood our needs and exceeded expectations. Being able to complete a proof of concept was extremely helpful in the early stages of our decision process. Our clinic was able to see the results of the scanning and experience the service before moving forward with the project. This provided a level of comfort in knowing we were making the right decision. Doing the proof of concept allowed us to see how Polar Imaging would handle the project and we were very happy to see their attention to detail at every step.”
“We came to Polar Imaging with a problem to solve. We came out with a custom solution tailored to what we needed. Their level of expertise and their quality of service was very impressive from the very beginning. One of the qualities we valued was their consistently excellent communication. When we had questions, they were there with the answers. They made a major challenge into a happy memory. The clinics could turn our attention to caring for our patients instead of struggling with our physical files.”
Planning a patient-records project?
Start with your archive and retention needs
Every organization has different retention rules and record volumes. Talk with Polar Imaging about a scanning plan that fits your requirements and budget.