Effortlessly digitize new and archived patient records (ePR)

St. Josef-Stift Sendenhorst is a specialty clinic for orthopedics, rheumatology, and spinal disorders. Patient records have been digitized here since 2004 – both new files and a massive legacy archive dating back to 1985. The scanning material is heterogeneous and typically demanding for a clinic: from extra-long fever charts and ECG strips to heavily worn forms and semi-transparent X-ray films that must be available in the ePA in a tamper-proof, audit-compliant manner.

By 2024, it was clear that the existing scanners could no longer meet the high requirements. Frequent breakdowns, black scans – especially with X-ray films – lack of compatibility with current operating systems and DMS solutions, discontinued support, and workarounds were slowing throughput and compromising quality.

To ensure reliable, high-quality ePA population, the clinic needed new document scanners that could withstand the demands of everyday clinical operations and support the established workflows of the scanning department.

Together with the Document Management department, the IT leadership defined an ambitious set of requirements for the new document scanners. The clinic was looking for a product with high ease of use, absolute reliability with heterogeneous batches of documents, durability under continuous operation, excellent image quality even for difficult originals, easy replacement of wear parts, very good manufacturer service, compact device dimensions, and compatibility with the existing d.velop scanning software.

Several test deployments from common scanner manufacturers failed – neither usability nor product quality and service were convincing. Only the InoTec SCAMAX® 3×1, recommended by d.velop, met all criteria. After a consultation, a supervised test deployment followed within a few days. The scanner was installed, configured, and connected to the existing DMS via TWAIN/ISIS.

The scan operators were able to continue using their workflows without any system disruption. In practice, it quickly became clear: the InoTec SCAMAX® 3×1 is made for clinical records. Its document-friendly belt transport reliably handles even difficult originals. Image quality meets ISO 19264-1 Level B and FADGI 3-Star – an important building block for high-quality ePA documents. Wear parts can be replaced by staff themselves, minimizing downtime and reducing the need for external service visits. And the large touchscreen with clear text messages makes operation easier and reduces errors. Accordingly, acceptance of the scanners among the scanning staff was very high. The clinic ultimately chose two InoTec SCAMAX® 311cd scanners, including a service package.

“We were truly impressed: by the service before, during, and after the test deployment – but above all by the scanners. I have never seen document scanners that are so high-quality and so well thought out. No other manufacturer comes close. These scanners may have a higher purchase price, but they are worth every cent – especially with a view to the coming years and decades.”
(Eva-Carina Gerling, Head of IT, St. Josef-Stift Sendenhorst)

For IT decision-makers in hospitals, the project shows that anyone who wants to implement ePA initiatives reliably needs document scanners that fit the clinical environment – technically, organizationally, and economically. The InoTec SCAMAX® 3×1 combines high image quality, process stability, integration into existing DMS and archival landscapes, and service that remains close to users even after go-live. This combination makes the InoTec SCAMAX® 3×1 a safe choice when it comes to the sustainable digitization of patient records for the ePA.