Healthcare Document Management

Medical Record Scanning & Healthcare Document Management

Whether you're in a clinical setting, healthcare billing center or an administrative department, you should only have one healthcare document management, medical record scanning or imaging solution. No more hunting, searching or waiting for information. With OSAM's solutions, you can enjoy direct access from your healthcare software including your EMR or HIS, allowing you to make the best care decisions for your patients and improve your bottom line.

OSAM has the ability to convert all of your patient file folders (patient records) into electronic images and upload them directly into your EMR. We can also create an automated, front end capture solution that reduces manual indexing, with automatic updates to your patient billing system and patient image storage for company-wide retrieval.

Our Process

OSAM's healthcare document management solutions can be applied throughout your healthcare environment. We do this through our integrated approach. First we perform a free, detailed inventory of your current content management process and our experienced team identifies the "pain points". Then, we establish a proof of concept process where we clearly define your "as is" and "to be" environment. This process may involve an actual demonstration of your proposed solution. Lastly, OSAM presents a detailed quotation and proposal.

OSAM develops award-winning healthcare document management solutions using OnBase systems.

OnBase Systems

Healthcare organizations use OnBase to manage the business activities of their organizations, store medical records, or even drive an entire medical practice. OnBase also provides a central data repository for organizations whose physical structure includes multiple locations throughout a region or the country.

You can use OnBase to manage Patient Billing, Health Information Management, Labs, Medical Imaging, Patient Accounting, Patient Registration and Provider Credentialing. OnBase is used to improve efficiency and reduce the costs associated with Revenue Cycle Management (Registration, Coding, and Patient Accounting) by making this a virtually paperless process and routing documents for coding based on location, expertise, speed, and / or accuracy.

Patient Billing

OnBase can assist with the patient billing process in several areas. First, with the use of Front Office Scanning, registration clerks have the ability to capture/scan required documents such as insurance cards and drivers' licenses. OnBase also has the ability to process incoming electronic remittance advice (835 files) from Medicare, as well as batches of paper EOB's sent back from private insurers. The challenges of the secondary billing process can also be addressed within OnBase. With the use of COLD, Imaging, the 835 Processor, and Workflow, secondary claims generated from the hospital's billing application can be processed without scanning/indexing and routed to a work queue. In addition, utilizing denial codes from the remittance advice, Workflow can route these remits based on the hospital's business rules for each denial code type.

Health Information Management (HIM)

OnBase is used in Health Information Management (HIM) to manage many of the processes that go on with the traditional paper chart or medical record. OnBase can be deployed to manage chart deficiencies, chart completions, Release of Information (ROI) requests, remote coding, and the management of the "workload" being pushed to coders. OnBase provides redundant, simultaneous, secure access to patient records and captures an audit trail associated with each one. Hyland Software developed the Medical Records Scanning and Management solution to augment core systems, including EMR systems, rather than to compete with them.


OnBase is used in labs managed by healthcare providers to capture lab reports out of various Lab Information Systems (LIS) via a COLD feed, as well as manage policies and procedures within the lab with the OnBase Document Knowledge Transfer module. Hyland Software developed the Document Knowledge Transfer module in order to push out these new Policies and Procedures (P+P's), set a "read by" date, and track who actually is conforming to the "read by" request. This module can be plugged into many departments outside the lab as well.

Medical Imaging

Medical Imaging requires two types of software, Radiology Information Systems (RIS) and Picture Archiving Communication Systems (PACS). OnBase can compliment both systems. OnBase has been successfully deployed in a large number of Radiology departments and clinics to capture documents presented as the patient registers in Radiology, to integrate with the RIS or PACS and present scanned documents to the department manager, specifically radiologists as they complete a reading.

Patient Accounting

Within Patient Accounting, incoming EOB's are scanned, OCR converted and stored in OnBase. Remittance coming in via the ANSI 835 EDI format is brought into OnBase and parsed or burst into single patient documents displayed with an XML style sheet for easy viewing. Workflow is utilized to manage denied claims, automate secondary billing, and manage other core functions.

Patient Registration

To make the registration process easier and more efficient, registration departments are utilizing OnBase Front Office Scanning to ensure the secure capture of driver's licenses, insurance cards, and other documents presented at Patient Registration.

Provider Credentialing

OnBase can store all of the needed credentialing documents, such as state license, board certification, DEA and CDS registration, medical school and residency, etc. The documents are immediately available to all those in the organization that need to access them for business purposes. The use of the OnBase Workflow module helps automate the collection of all the proper credentialing documents and notifies users when re-credentialing of documents is required.