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Select Board approves clinic chart scanning and records-management contract
Summary
The North Haven Select Board approved a $1,885 contract to scan and securely manage clinic paper charts; vendor will retain originals for 90 days post-scan and staff said the move will help billing recovery and compliance.
The North Haven Select Board voted on April 2 to approve a proposal from the Medical Services Board to digitize the clinic's paper medical charts and destroy the originals after scanning.
Meeting presenters credited staff member Jill Coffman with preparing the proposal. The board approved the contract at a total cost recorded in the motion as $1,885. Meeting participants emphasized that the vendor will retain original charts for 90 days after scanning so residents may request copies; the Medical Services Board said that policy will be communicated to the community.
Why it matters: clinic leaders said digitization reduces liability tied to large paper stores, streamlines record access for providers, and supports revenue-recovery work. The clinic reported recent staffing changes that have enabled daily revenue-cycle management; staff said some older claims (dating back several years) are likely uncollectible but that focused appeals could recover roughly 24 months of revenue.
Board members asked about budget timing and whether the expense should be deferred; staff said the cost would come from operating lines and that the item had been vetted by the Medical Services Board before being presented to the Select Board. A motion to approve scanning and records-management services passed unanimously.
The board also received an operational update: staff reported progress accessing statewide electronic health-record systems and plans to pursue consulting to improve billing processes and explore pediatric immunization services in coordination with state programs. The Medical Services Board will continue reporting back on revenue recovery and any audit-related risks.
The Select Board's approval allows the clinic to proceed with scanning and follow-up communications to patients about retention windows.
