Manage paper-based patient records and automate manual processes
Healthcare records and information management
Make paper patient records easier to find and manage
Support the teams working across paper files, scanned records and manual document processes. Polar Imaging helps healthcare organizations plan practical digitization and information workflows around the records they manage and the systems they already use.
Where information gets stuck
Make records easier to access across everyday work
Paper files, scanned images and incoming documents can create extra steps for staff. Start with the records and handoffs that take the most time, then define what a useful improvement should look like for your organization.
Find existing records
Digitize selected paper files and organize the resulting images so teams can retrieve information using agreed project identifiers and indexing.
Reduce manual handoffs
Map how records move between intake, review and follow-up. Identify where document capture, forms or workflow may reduce repeat handling.
Plan around your policies
Document access, retention, handling and delivery requirements at the start of a project. Your organization remains responsible for its applicable policies and approvals.
Choose a practical starting point
Begin with the records or process you need to improve
Some teams need help with a defined paper backlog. Others are reviewing digital access, forms or workflow. We can scope a project around the situation you describe.
Digitize paper records
Plan a scanning project for selected patient or administrative records, including preparation, image capture, agreed indexing and delivery.
Organize digital documents
Explore document management and workflow options for storing, finding, routing and managing business information.
Validate a project first
Use a proof of concept to review a sample and align on scope, expected outputs and project assumptions before a larger commitment.
A scoped, collaborative workflow
Move from a records challenge to a clear next step
We begin with the current process and agree on the right work before discussing implementation details.
Describe the records
Share the formats, approximate volume, current handling and the task staff are trying to make easier. Do not send patient information through the general contact form.
Agree on requirements
Review preparation, indexing, access, delivery, systems and any organization-specific handling requirements that affect the project.
Confirm the approach
Define the proposed work, responsibilities, output and assumptions. Where useful, evaluate a sample or proof of concept before scaling.
Need a specific integration or regulatory control? Tell us which system or requirement is involved. We will confirm fit and project responsibilities before making a recommendation.
Healthcare project questions
Frequently asked questions
Can Polar Imaging work with our current clinical or records systems?
We start by understanding your current environment and the outcome you need. Specific integrations depend on the systems, configuration and project scope, so they should be confirmed during discovery.
Can you advise us on retention requirements?
We can document the retention and handling requirements your organization provides as part of project planning. Your organization should confirm the applicable policy and legal requirements with its own privacy, records and compliance leads.
What should we include when asking for an estimate?
A high-level description of record types, approximate volume, current format, desired output and the workflow you want to improve is a useful start. Please do not submit patient names, health information or copies of patient records through the general contact form.
Can we start with a sample?
A proof of concept may help evaluate a proposed approach before a larger project. The sample, success criteria and handling requirements should be agreed in advance.
Start with the situation you have today
Plan a healthcare records project
Tell us what your team is managing and what needs to become easier. We can help define a practical first step.
Get patient information in real time
Hospitals, clinics, and private practices must manage an abundance of medical records and billing information each day. Physicians are required to retain patient medical records and recordings, including deceased patients, for a minimum of 10 years from the date of the patient’s last visit.
Hospitals and clinics have similar policies to abide by. Overtime, this amounts to a lot of records and even more paper!
Healthcare Automation
Control records in compliance with regulations
Polar Imaging has been supporting hospitals and physician clinics across Ontario to better manage paper-based patient records and automate manual processes.
We customize a complete end-to-end healthcare solution for you. Our software easily integrates with and enhances the industry’s leading Cerner program that you’re already using – no need to change your existing system.
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