Patient Records Data Entry for a Leading US Healthcare Provider

About the Client

A prominent multispecialty healthcare provider in the United States, our client serves a large and diverse patient base across multiple locations. As part of their commitment to providing high-quality patient care and maintaining compliance, they handle substantial volumes of handwritten and scanned patient records. Efficient digitization of these records is vital for accurate clinical documentation and streamlined operations.

Client Requirement

The client sought a secure, accurate, and scalable solution for data entry of patient records from both handwritten and scanned documents. They required:

• Manual extraction and digital entry of patient demographic data, medical histories, diagnoses, and treatment notes
• Thorough data validation to ensure compliance and reliability
• Fast turnaround times to keep patient records updated in real-time
• Strict adherence to HIPAA and data privacy standards

Challenges

• Mixed Document Formats: Records arrived in variable formats—both as handwritten notes and as scanned images, some with legibility issues
• Volume Fluctuations: The weekly volume of records varied, requiring a partner able to scale quickly
• High Accuracy Demands: Medical record entry required over 99% accuracy to ensure patient safety and regulatory compliance
• Data Protection: Ensuring secure handling and confidentiality of sensitive health information under HIPAA

Our Solution

247digitize delivered an end-to-end patient records data entry service designed specifically for healthcare:

• Manual Data Entry by Specialists: Experienced teams extracted key data points from handwritten and scanned patient records directly into the client’s chosen digital format
• Double-Entry & Validation: Each record was processed with a two-step data entry procedure, followed by thorough quality control checks for maximum accuracy
• Flexible Staffing: Our scalable workforce adapted to inconsistent volumes, ensuring all records were digitized promptly
• HIPAA-Compliant Processes: Every step, from document receipt to data delivery, strictly followed HIPAA protocols and best practices for medical data security
• Custom File Output: Digitized patient records were delivered in client-specified structures, ready for direct upload into EHR or practice management systems

Results

• Faster Access to Patient Data: Digitized records were delivered within agreed turnaround times, enabling faster and more informed clinical decisions
• Enhanced Data Accuracy: Stringent validation processes resulted in data entry accuracy exceeding 99%
• Reduced Administrative Burden: The client’s internal team was freed from labor-intensive data entry tasks, improving workforce efficiency
• Guaranteed Compliance: Secure, HIPAA-compliant workflows ensured patient confidentiality and reduced risk of regulatory violations
• Cost Optimization: Flexible, scalable service delivery controlled costs and avoided the need for additional in-house resources

Conclusion

By partnering with 247digitize, the client transitioned from cumbersome manual record-keeping to a streamlined, digital patient records management system. The result was improved operational efficiency, greater patient safety, and full compliance with healthcare data standards.
Is your healthcare organization ready to digitize patient records with security and precision? Contact 247digitize.com to learn more about our patient records data entry services.