Client: Aviation Medical Services (AMS)
Service Provided: Medical Record Scanning & Digitisation
Sector: Healthcare / Aviation
The Client Overview
Aviation Medical Services (AMS), based in Horley near Gatwick, specialises in providing medical assessments for pilots, primarily within the civil aviation sector. These medicals are essential for meeting airline requirements, ensuring safe flying practices, and complying with Civil Aviation Authority (CAA) regulations.
Due to the nature of their work, AMS generates a significant volume of patient records, including detailed medical reports and diagnostic data that must be retained and accessed efficiently.
The Challenge: High Volume, Complex & Time-Sensitive Records
The clinic faced several challenges associated with managing large volumes of paper-based medical records:
- Extensive paperwork, including electrocardiogram (ECG) tests producing metres of printed graphical data
- Fading historical records, particularly older ECG printouts requiring enhanced clarity
- Space constraints, with over 10 years of records stored across multiple filing cabinets
- Slow retrieval times, impacting the efficiency of accessing patient information
Traditional paper-based storage was becoming increasingly impractical, taking up valuable clinic space and limiting operational efficiency.
The Solution: High-Quality Scanning & Digital Transformation
Archive & Document Scanning (ADS) delivered a tailored document scanning solution designed to meet the specific needs of AMS:
- Secure collection of 12 filing cabinets of records from the Horley clinic
- High-resolution (high DPI) scanning to enhance the clarity of faded ECG graphs and medical documents
- Careful preparation and handling of sensitive patient records
- OCR processing and indexing to create fully searchable digital files
- Data integration support, enabling AMS to import records into their existing proprietary database
This approach ensured that even complex medical data and graphical records were accurately captured and easily accessible.
The Outcome
The project successfully transformed AMS’s paper-based records into a structured, digital system, delivering significant operational benefits:
- Rapid access to patient records through a searchable database
- Improved efficiency for physicians during medical assessments
- Reduced reliance on physical storage and filing systems
- Preservation of critical medical data, including enhanced visibility of older ECG records
By digitising their records, Aviation Medical Services has modernised its document management processes, enabling faster, more efficient access to vital patient information while supporting compliance with aviation medical standards.
Discover our Medical Record Scanning Services if you require a similar solution.
