What a practice actually needs
Protected health information leaves paper trails
Charts printed at a shared device sit in the tray until someone collects them. Secure print with PIN or badge release means the pages only appear when the right person is standing there.
Everything ends up in the EHR
Intake forms, outside records, insurance cards and referrals all get scanned. Single-pass duplex scanning to an encrypted destination the EHR monitors is what keeps front-desk staff from falling behind.
High turnover at the front desk
The person scanning on Monday may be new. Named one-touch presets for intake, referrals and insurance beat training staff on a menu tree every few months.
Downtime affects patients, not just paperwork
When the device is down, check-in slows and records requests stall. Local technicians and a stocked supply shelf matter more here than in almost any other office.
The six controls we set up on day one
- User authentication so every scan and copy is attributable
- Secure print release by PIN or badge before anything prints
- Image overwrite enabled on the device from installation day
- Encrypted scan-to-folder and scan-to-email destinations
- Automatic job-log clearing so job names do not expose patient names
- Documented hard-drive scrub or drive retention at end of lease
Device configuration supports your compliance program; it does not replace it. Your privacy officer still owns policies, training and risk assessment, and we are happy to document the device side for that file.
Scanning into the EHR without a bottleneck
The failure mode we see most often is a device that scans perfectly and a front desk that still has a paper pile, because the destination was never mapped to how the EHR ingests documents. During installation we set named presets for your real workflows: new patient intake, outside records, insurance card, referral out. One button, correct folder, searchable PDF.
Sizing by practice size
Single provider or satellite office
VersaLink C415. Compact enough for a back office, with secure print and scanning presets included rather than added later.
Three to eight providers
VersaLink C7100 series. Faster scanning for intake volume, larger paper capacity, and enough speed that check-in never queues behind a records request.
Multi-site groups and specialty clinics
AltaLink C8200 series with badge release and per-department tracking, so each location and cost center is measurable and every job is attributable.
Unsure where you land? The print volume estimator takes about a minute.
Quote a practice configuration
Send your provider count and monthly volume. We will price two options with the security and scanning setup already included, and execute a BAA where it applies.