Mental Health Care Document Management
Care with Confidence with Document Management Solutions for Mental Health Care Practices
As a therapist, your focus is on providing exceptional care and support to your clients, but with the rise of digital therapeutics, navigating the mountains of paperwork can often be overwhelming. That’s where Record Nations solutions come in. By digitizing and securely storing client records, treatment plans, and progress notes, we empower you to streamline administrative tasks, enhance organization, and devote more time to what truly matters: your clients.
Document management services, including scanning, storage, and document management systems (DMS), offer solutions to several challenges in the mental health care industry. By digitizing patient records and treatment plans, these services facilitate access to care, particularly for individuals in underserved areas, through telehealth services. Additionally, they streamline administrative tasks, reducing the burden on mental health providers and addressing workforce shortages. A DMS also supports the integration of care by enabling the sharing of patient information among different healthcare providers, promoting collaboration and coordination.
Moreover, these systems can track patient outcomes and treatment effectiveness, helping to identify and address disparities in access to care and treatment outcomes among different patient populations. Finally, they assist in crisis response by storing critical information such as crisis intervention plans and facilitating timely interventions, thereby reducing reliance on emergency departments and law enforcement. Let us help you unlock the full potential of your practice with our tailored document management solutions.
Contact Us For Your Free Quote
We're here to help you explore your options and find the perfect service for your needs.
Service Options for Your Records and Storage
How Healthcare Records Scanning Works
1. Prepare your documents to be scanned by placing documents and files into labeled boxes to be transported for scanning.
2. Contact Record Nations at (866) 385-3706 or fill out the form to receive free quotes from providers in your area. Choose the provider that best fits your needs and budget.
3. The scanner takes the records and transports them securely to a facility to begin the conversion process. However, if you need to conduct the process on-site, they instead take their scanners to your location.
4. Experts then scan and convert your documents to a digital format, ensuring accuracy every step of the way.
5. Records are converted into desired formats and stored on an electronic health record system or document management system of your choosing.
6. Physical files are either returned to the hospital, office, or clinic or sent to an offsite storage unit until the retention period expires.
Why Choose Record Nations?
Fast Turnaround
Get matched to a partner in 3-5 minutes. They will work with you to get a quote based on your specifications.
Nationwide Coverage
We have partners all over the United States and Canada.
20+ Years
Record Nations has over two decades of experience matching customers to the right services.
Partnered with the Best
We are partnered with thousands of partners nationwide providing you with the best, secure options in your area.
Frequently Asked Questions
What types of documents should I scan?
Our service providers are equipped to handle any type of document. Some examples include: client intake forms, treatment plans, insurance documents, professional credentials, legal and ethical documents, professional correspondence, and more.
How much does it cost to scan my documents?
On average it costs between 7-12 cents per page. However, the price will depend on how many documents you have, the type, the complexity, and any other special requests. You will receive an accurate price quote when we connect you with one of our service providers.
What is the turnaround time for a project?
The timeline of your project will depend on what service(s) you need, the size of your project, the complexity, and any other requirements. Your service provider will give you a timeline after you contact us with the details of your project.
How does Record Nations ensure the security of my therapeutic documents?
All of our service providers meet or exceed all state, federal, and local regulations regarding data privacy. In addition, their off-site facilities come equipped with fire-suppressant systems, climate controls, access controls, 24/7 security, and more. Our DMS service providers can also add on encryption, access controls, version controls, redaction, and more.
Can I edit the therapeutic documents I scan?
When you request OCR scanning, you can easily search for, edit, and share any documents you scan into your system.
How long do I need to keep my records before destroying them?
The retention period for therapist records can vary depending on legal and ethical standards, as well as individual practice policies. Generally, therapists are advised to retain client records for a minimum of 7 years after the termination of services for adult clients. However, the retention period may be longer for clients who are minors, as therapists may be required to retain records until the client reaches the age of majority plus an additional time specified by law. Therapists need to familiarize themselves with relevant laws, regulations, and professional guidelines governing record retention in their jurisdiction and seek guidance from legal or ethical experts if necessary.
What is HIPAA?
HIPAA sets standards for the protection and security of protected health information (PHI) and applies to healthcare providers, including therapists, who transmit or store PHI electronically. Therapists must comply with HIPAA regulations to ensure the confidentiality, integrity, and availability of patient information.
What are Professional Ethical Standards?
Therapists are also bound by professional ethical standards, such as those established by professional organizations like the American Psychological Association (APA) or the National Association of Social Workers (NASW). These standards often include guidelines for maintaining client confidentiality, obtaining informed consent, and protecting client privacy.
What are Telehealth Regulations?
Therapists who provide telehealth services must comply with additional regulations governing telemedicine, including requirements for patient consent, security measures for electronic communication, and licensure requirements for providing services across state lines.
