Question

Write a summary (minimum 1 page, single-spaced, typed) on the function and process of prepping, scanning, and indexing as it pertains to the facility. Make sure to address the following items:

(there is no further info. thats what i have for this assignment for this research) thanks please do it in parag.

A) Describe the process used for this function?

B) How many employees are dedicated to this function?

C) Are newborn records maintained separately or as part of the mother’s record?

Answer 1

Prepping, scanning, and indexing are document management functions used for managing data. In hospitals, there will be large volumes of data that needs to be segregated, organized and stored regularly. Processes for managing such data will involve the three steps stated above. Details of these functions are stated below.

Prepping

Data generated by facilities like hospitals will be highly unorganized which may not be suitable for documentation. These data will need to be organized in accordance with dates, departments etc. Furthermore, for storing electronically, photographs, images etc. will need to be removed from the data and this will be done in prep stage. After this, the data will have to be checked for accuracy, details like patient name, record number etc. will need to be made accurate in this stage. The data shall not contain any staples, paper clips, sticky notes, rubber bands etc. The data will be segregated and arranged in a way that it can be scanned.

Scanning

Scanning is the process of converting the document into electronic format. Before scanning, a verification will be conducted to ensure that the prepping is done accurately. Scanning equipment shall be as per industry standards and the scanning equipment will be cleaned on a regular basis. The documents will be prioritized and scanned as per priorities.

Indexing

This will ensure that the scan is performed as per the required accuracy, orientation etc. and it will be compared against hard copies to confirm quality. After this, the documents will be numbers for easy retrieval as and when required. This process will also send back documents which are not up to the quality standards.

Employees required for the function will vary depending on the volume of work that needs to be prepped, scanned and indexed. Even though there are factors like performance characteristics of employees, there are certain productivity factors for these functions from where the number of employees required shall be ascertained.

For prepping, on an average, employees can prep 350-500 images per hour. Likewise, employees are able to scan 1200-2400 images per hour and they will be able to index 700-800 images per hour.

New born records are maintained separately from their mothers. But there are options to link such records with the mother’s records if requested.