Medical and health care professionals all over the world receive hundreds of scanned documents every day. These documents come from different sources like medical reports, test results from the laboratory, medical claims, and other patient correspondence. Unfortunately, there is no Ctrl+F or cmd+F functionality available to these documents. They are plain images or images embedded in PDF. Since these documents are unsearchable, if a medical staff wants to provide a piece of information, they must read through the scanned medical documents page by page and find the piece of information. Sometimes it can be tedious and frustrating. As an organization, you may have a very good document management system that has an excellent search functionality with document indexing and all, but your scanned documents are still not visible to this document search algorithm.
So, you have a problem here which is affecting the efficiency of your document data retrieval. How do you solve this very common problem? The solution to this is the technology called “Optical character recognition” or OCR. A good OCR software recognises the text in a scanned image and converts it into a searchable PDF. So, in simple terms, OCR is the conversion of a photo of a text (Eg:- scanned file) into machine-encoded text, (Searchable PDF). Check this blog post if you want to know more about searchable PDFs.
How can OCRvision OCR software help an organization in the medical industry?
OCRvision is an OCR software with multilanguage support. OCRvision runs in the background and converts any scanned documents to searchable PDFs. So, our OCR software helps you to auto-OCR and batch convert your scanned files to searchable digital files.
So by applying OCR, your printed documents can be stored as searchable files. If you have an existing patient data management software, these searchable PDFs can be linked to the EHR or electronic patient health record. So after this process, the document can easily be accessed at any time via keywords. You can even create a medical archive of scanned patient data with a searchable index. Another improvement is the way you electronically exchange the document. When you send a searchable PDF as an email attachment, the text layer in that OCR PDF is searchable in the receiver’s mailbox. The main and significant difference before and after searchable PDF conversion is that 100% of your patient information is now visible after searchable PDF conversion.
In the medical and healthcare industry, it is a good practice to download the best OCR software and convert all your scanned documents to searchable PDFs. OCR automation can significantly improve the performance of your team and patient data retrieval.
Nowadays lots of organisations are encouraging the concept of a paperless office. They are scanning their old paper documents into scanned pdf or scanned image format and uploading to their new digital system. Once the paper documents and records are scanned and transferred to their new DMS or ECM systems, these organisations face a very common problem.
Now they are ended up with thousands of image or scanned PDF files which take up lots of digital storage space, these new documents can’t be searched, or they don’t allow copying of text. The information trapped in these digital systems is like a big unknown black box. How can they solve this new problem in data discovery? The magic word for the solution is “OCR” or optical character recognition. Apply OCR on the files in your document management system. OCR converts your scanned documents to a searchable digital format. His new digital format is called “Searchable PDF”. Searchable PDF is an enhanced version of your scanned PDF.
Diagram : How optical character recognition works with OCRvision OCR software
A good OCR software like OCRvision runs OCR against the scanned file, detect and recognize the text content, add a hidden text layer on top of the scanned image. This image and hidden text layer are merged together to form a “sandwich PDF” file otherwise commonly known as a searchable PDF. So, by applying this searchable PDF conversion to the scanned files in your document management system, you are making them searchable. Now it is easy to search through the scanned files to find the one document you need and then search within the scanned document itself. After applying OCR and converting scanned files into text content, you may also notice that it is much easier to copy a block of text from this new searchable PDF.
How can I add OCR functionality to my document management system?
One of our OCR software users, “ACME Inc” (not the real name) has more than 5 years of scanned contract documents in their DMS and sometimes they want these contracts to be amended and re-signed. Previously they have employed casual workers to re-type the entire contract again by looking into the printout of scanned documents. With our OCR software, they automated the conversion of old scanned contracts. After OCR, they can copy and paste the text from the searchable PDFs and create new updated contracts without having to re-type all text content.
So if you want to add OCR functionality to your DMS, install OCRvision in the machine and configure your documents folder as a magic folder. OCRvision will run in the background and automatically convert all scanned documents to searchable PDFs. Please download the best OCR software like OCRvision and unleash the power of OCR automation into your organisation.