PI Healthcare
Digitize medical records. Make them easier to access.
Polar Imaging helps hospitals and healthcare organizations convert historical charts, capture new records as they arrive, and give authorized staff access to digitized records alongside their existing clinical systems.
Clear the backlog and keep new records moving
Scan at our secure Canadian facility, at your site, or both. Clear historical backlogs and capture new records in parallel, with one indexing and delivery plan across both streams.
Outsourced backfile scanning
Polar handles secure pickup, preparation, scanning, indexing, image-level quality review and delivery. We can phase large backlogs and plan for urgent retrieval during conversion.
Onsite and day-forward capture
Set up scanning where records are created or received. Polar provides equipment, capture software, configuration and training. Your staff can index manually or use barcodes. Polar personnel can also operate an onsite workflow where required.
Hybrid capture with ScanAnywhere
Capture active records onsite while Polar handles agreed processing steps and converts historical records in parallel. Keep capture close to the point of care while Polar supports the agreed processing steps.
Connect scanned records to the way clinicians work
Store records in a searchable document management system hosted by your hospital or by Polar Imaging, or have us deliver images and index data to another system you designate. We agree on patient and encounter identifiers, permissions and audit requirements with Health Information Management, Privacy and IT.
At participating hospitals, our ClinicalConnect integration makes designated records available to authorized users. We confirm what can be surfaced and how users will reach it during technical discovery.
Woodstock Hospital case study
Faster access to historical patient records
What Woodstock Hospital achieved
Woodstock paired outsourced backlog scanning with onsite capture for new records. Polar Imaging helped make designated records available through ClinicalConnect.
- 10M+
- pages digitized
- 258%
- reported ROI
- 3 months
- reported payback
Nucleus Research assessed ROI and payback for the Woodstock implementation.
From paper chart to accessible record
Validate with a sample
Review sample scans with your team to confirm image quality, indexing and retrieval before rollout.
Scan, index and verify
Track chain of custody, check images for readability and resolve indexing exceptions as each batch is processed.
Deliver and confirm access
Deliver records to your approved repository and confirm authorized staff can find them. Secure destruction requires written authorization.
Questions healthcare teams ask
Can you scan records that must stay at our hospital?
Yes. We can scope an onsite setup operated by your staff or by Polar personnel, depending on your facility, access and staffing requirements.
Can scanned records be accessed from our EMR?
That depends on your EMR, repository and approved access pathway. Existing ClinicalConnect workflows can support access at participating sites. A direct Cerner integration would require technical discovery and validation with your IT team.
How do you price a medical records scanning project?
Pricing depends on volume, preparation, media, indexing depth, turnaround and delivery. A representative sample helps confirm what the full collection requires and gives us a basis for pricing.
Let’s talk about your records and how your team needs to use them
Tell us what you need to digitize, where the records are held and how your team needs to retrieve them. We’ll help you scope a pilot or a phased rollout.