Medical Records Scanning

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.

All of our service providers comply with all state and federal regulations when it comes to data privacy, including HIPAA and HITECH. Their scanning facilities have physical security and encryption, and can securely destroy your records after scanning if needed. For the utmost security, they can scan your documents onsite while you watch.

Generally, you should organize the records in the way you want to index them in your digital storage system. They should be free of any damage, and you should remove staples, paper clips, or other bindings so the scanning process can run efficiently and smoothly.

On average, it costs 7-12 cents for each page scanned. However, the price will depend on the size of your project, any add-ons you require, indexing, the complexity of the records, and whether you would like to implement any of our medical records storage options.

When you connect with your provider, they will give you an in-depth timeline for your project after giving them all the details. However, the timing usually depends on the complexity of the records, quantity, and any specific requests (indexing, redacting, etc.).

If you have medical records that you need to keep for retention purposes, we can store them for you in an off-site storage facility until their retention period is up. If you have medical records you don’t need to keep, the scanning provider can securely shred them for you.

Our service providers can scan all forms of paper medical records, X-rays, and more.

With the help of OCR scanning, your medical records will be converted to machine-encoded text that can be edited through a PDF.

If scanned correctly, the electronic records can legally take the place of your paper records, and your paper records can be destroyed after scanning them. However, we suggest keeping a paper copy in off-site storage in case of a breach or natural disaster until their retention period is up.

Medical record data abstraction is the process of extracting and summarizing relevant information from medical records for various purposes, such as research, quality improvement, billing, or regulatory compliance. This process involves reviewing patient medical records and identifying specific data elements or information that meet predefined criteria or objectives. It plays a crucial role in extracting meaningful information from medical records to support various clinical, administrative, and research activities in healthcare settings. By systematically reviewing and abstracting data from medical records, organizations can gain valuable insights into patient care, outcomes, and healthcare delivery processes to improve the quality and effectiveness of care.

Yes – your service provider can integrate your digital records into your current EHR or help you get set up with a new one.