Introduction
Silos of disconnected data and inefficient paper-based processes make it difficult to maintain the integrity of legal medical records for timely use, while ensuring compliant governance throughout the records’ life cycles.
Healthcare organizations need a more connected and intelligent approach to managing medical record content across the HIM lifecycle.
To reduce manual effort, improve turnaround times and maintain audit-ready compliance, healthcare organizations need scalable applications that connect content, workflows and governance across systems. Hyland addresses this need with a portfolio of HIM solutions delivered through Hyland Content Innovation Cloud™ and content management solutions like Hyland OnBase, helping organizations capture, manage, exchange, govern and activate medical record content more efficiently across the enterprise.
Hyland also provides a low-code platform so your organization can build custom applications that improve process efficiency, connect workflows across systems, secure data and reduce cost.
The following applications show how Hyland helps health systems address disconnected content, manual processes and governance demands with solutions that support capture, clinician access, workflow automation, retention and enterprise-wide reuse.
From document intake and indexing to clinician access, workflow orchestration, governance and retention, Hyland helps health systems automate the full lifecycle of medical record content while preserving transparency, oversight and control.
Capture
Express scanning: Enables staff in decentralized locations to simply click a button to select a document type and descriptor that is associated with each item scanned into OnBase. This simplifies HIM processing and speeds clinician access to the scanned item within the EHR.
Front office scanning: Allows scanning and simplified indexing of documents to specified restricted lists that are defined by location or role. This solution is frequently used in registration and in ambulatory clinics.
Batch scanning: Streamlines high-volume document intake by scanning records in batches and routing them for HIM staff to index to the correct patient, encounter or document type, reducing manual handling and speeding availability in the EHR.
Intelligent MedRecords: Uses generative AI and large language models, built on the Content Innovation Cloud, to automatically classify and contextualize medical record content, reducing manual indexing and accelerating downstream HIM and clinical workflows.
Patient portal link: Enables patients to sign multiple required forms, such as HIPAA acknowledgement, from home with the stored documents available for access within your EHR.
OnBase mobile healthcare: Streamlines on-premises throughput by enabling caregivers and patients to view documents and complete registration and consent forms using any device. To eliminate rework and ensure positive patient identity, forms are pre-populated with patient information from your EHR. All completed forms are viewable in your EHR.
Manage
OnBase medical records management: Provides secure enterprise storage, web access and automated processing for unstructured patient records. It manages assignment, monitoring and modifying medical records throughout the coding, analysis and physician completion processes.
OnBase computer-assisted coding: Helps to expedite the coding process by enabling scanned and transcribed documents stored in OnBase to be made available to a third-party coding system. It then notifies the system if there are any changes to documents stored in OnBase.
DeficiencyPop: Enables physicians to complete deficiencies in medical records through a web application. Physicians can sign documents, edit transcriptions, complete forms and provide missing information.
Process and exchange
Referral management: Assists with the transfer of protected health information between referring and receiving organizations through interaction with the EMR. It also identifies missing documents such as face sheets, history and physical documents, labs, operative reports, consults, med lists, therapy notes and discharge summaries.
Release of information: Facilitates the process of prioritizing and fulfilling authorized requests for patient information from initial request to final release. Providing timely, accurate and compliant distribution of medical records — at a lower cost.
Robotic Process Automation (RPA): Automates repetitive cross-system tasks and data-entry workflows to reduce manual effort, improve accuracy and increase operational throughput across HIM and adjacent enterprise processes.
WorkView: Rapidly configures content-enabled applications on OnBase to orchestrate enterprise workflows, reduce reliance on custom code and extend automation beyond traditional HIM point solutions.
Agentic Clinician Complete & Return (coming soon): Coordinates clinician review, acknowledgment and response workflows through agent-driven orchestration to reduce manual follow-up while maintaining visibility, governance and audit readiness for HIM teams.
Intelligent Clinical Results Extraction (coming soon): Automates the extraction of discrete lab and diagnostic result values from external documents and delivers them into the EHR, reducing staff burden and operational costs while creating AI-ready clinical data with human-validated accuracy.
> Read more | Intelligent MedRecords: Improve the speed and accuracy of HIM tasks
Visualize
Hyland Clinician Window: Unlocks unstructured patient content, making it available for care team review within your EHR or a web browser.
Enterprise Search: Enables health systems to search across the organization (email, databases and more) and externally to efficiently find information. It is often used in HR, AP and contract management. Several uses in post-discharge processing include coding quality audits, release of information requests across facilities, clinical documentation improvement (CDI) readmission reviews and ensuring required elements are present within documentation.
Analyze, audit and govern
HIM Reporting Dashboards: Provides immediate visibility into HIM productivity, trends and performance.
Governance Rules as a Service for Healthcare (GRaas): Combines a fully researched, web-accessible retention schedule — powered by the Iron Mountain® Policy Center solution — with robust automation to apply rules directly to OnBase documents, providing a complete end-to-end retention solution.
Optimize
Hyland customer advisor consulting services: Provides operational assessments by experts to identify ways to optimize the use of Hyland software and/or recommend operational best practices that drive improved compliance or throughput. It is estimated that up to 75 to 80 percent of patient content may be generated in an unstructured format.
Key benefits of improving HIM workflows
Ensure the integrity of the legal medical record
It is estimated that up to 75 to 80 percent of patient content may be generated in an unstructured format.
This makes the task of leveraging this content quickly for clinical, administrative and business needs difficult and prone to errors and delays.
Hyland’s suite of technology solutions helps HIM staff simplify the capture, indexing, storage, management and auditing of this content. Hyland’s proven HIM solutions improve staff productivity and expedite time-to-value benefit, while integrating with your core EHR and Computer Assisted Coding system.
With the aid of this technology, HIM staff can provide more accurate and up to date records management to support clinical decisions across care settings, enhance research and speed reimbursement.
Automate HIM processes
The need to be agile in response to change has intensified, given the recent pandemic and the rising number of medical records created by an aging population with chronic conditions. Hyland’s platform enables staff to work smarter by integrating processes and content to bring new value.
Hyland’s suite of technology solutions automates and streamlines HIM processes, such as deficiency management, release of information and referral management.
This reduces the burden on HIM, frees staff for more strategic work, cuts costs and accelerates business processes. Hyland’s Consulting Services also provide best practices to ensure technology adoption and thereby, support HIM staff in improving performance.
> Read more: How to create a business process model
Prepare enterprise content for AI-driven automation
AI outcomes depend on connected, governed and context-rich content. Hyland helps health systems prepare enterprise content for AI-driven automation by improving capture, classification, workflow orchestration and oversight across the HIM lifecycle.
With scalable automation, human-in-the-loop validation and governed access to information across systems, organizations can reduce manual work, improve trust in AI-enabled processes and extend value beyond EHR-centric document workflows.
Foster data governance
Maintaining governance of every patient’s medical record is an ongoing and time-consuming task. Hyland technology helps health systems safeguard patient information and govern the full life cycle of medical records from scanning, indexing, deficiency management, release of information and dashboard analysis to compliant destruction of records.
Records can automatically be purged from the system based upon regulatory requirements, with steps added for HIM hold or review as desired.