Medical Records Scanning
Elevating Patient Care with Medical Records Scanning
Embracing the digital era has revolutionized patient care management for healthcare providers by efficiently handling patient health records, prescriptions, and transcripts. At the heart of this transformation are medical records scanning services. However, the success of this transition hinges on the understanding of quality, accuracy, and consistency when converting patient records into electronic health records. At Record Nations, and through our trusted partners, we prioritize the meticulous handling of your records, recognizing their paramount importance.
Our team of medical records scanning professionals excels in indexing and scanning large volumes of medical records promptly and affordably. Whether you prefer on-site scanning or secure offsite services, our medical record imaging process adheres to HIPAA and HITECH regulations, ensuring the utmost privacy and compliance.
HIPAA-Compliant Medical Records Services
EHRs
Once you’ve scanned your medical records, store them in a secure EHR system that will improve accessibility, patient care, and security of personal health information.
Off-Site Records Storage
For the physical copies that you need to keep for retention purposes, store them at a secure off-site facility to free up office space while still having access to them when you need them.
Dental Records Scanning
Scan your dental records to allow for easy sharing, collaboration, increased productivity, and ultimately, better patient care. Your patients will also enjoy easier access to their records.
Which Service is Right For You?
Use our FREE Records Wizard to find the right document scanning or records storage service for your project.
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.
Partnered with the Best
We are partnered with hundreds of partners nationwide providing you with the best, secure options in your area.
Contact us for a free quote today!
Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.
How Much Does Medical Records Scanning Cost?
Professional medical record scanning services can range from 7-12 cents per page depending on where you’re located, how many records you have, which company you select for your project, and other factors. You can find out more about estimating your document volume and pricing here. Our team will be sure to offer you all the information available to ensure you get the service you need. Be sure to ask for a customized quote from multiple medical record scanning companies for your project.
The quote on a scanning project is determined by several things:
- Specialized Scanning (OCR, redaction, indexed, non-indexed, etc)
- Timeframe of the Project
- Number of Pages and if They’re Double-Sided
- Electronic Systems Already in Place Within Your Organization
Your Guide Scanning Patient Charts
How Medical 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.
Benefits of Medical Records Scanning from Record Nations
Accuracy
Optical Character Recognition (OCR) technology is crucial for converting scanned documents into searchable and editable text. Ensure that the scanning service employs advanced OCR technology to maintain the accuracy of medical records during the digitization process.
Quality
The quality of scanned images is vital for maintaining the integrity of medical documents. High-resolution scanning helps preserve the details of charts, records, and images. It’s important to inquire about the scanning equipment and processes used to ensure that the resulting digital files are clear and legible.
HIPAA Compliant Security
Ensure that the medical document scanning service provider complies with the Health Insurance Portability and Accountability Act (HIPAA) regulations. HIPAA sets standards for the security and privacy of protected health information (PHI). The scanning service should have robust security measures in place to protect sensitive patient data throughout the scanning process.
Contact us for a free quote today!
Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.
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Medical Records Scanning FAQs
How do medical records scanning services work?
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.
How secure are your medical records scanning services?
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.
How do I prepare my medical records for scanning?
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.
How much does a medical records scanning service cost?
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.
How long does a medical records scanning service take?
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.).
What happens to my medical records after they're scanned?
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.
What types of medical records can you scan?
Our service providers can scan all forms of paper medical records, X-rays, and more.
How can I edit a scanned medical record?
With the help of OCR scanning, your medical records will be converted to machine-encoded text that can be edited through a PDF.
Can medical records be destroyed after scanning?
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.
What is medical record data abstraction?
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.
Can my service provider scan my records to an EHR?
Yes – your service provider can integrate your digital records into your current EHR or help you get set up with a new one.
Industries We Serve
Contact us for a free quote today!
Reach out to our team today to discuss document management solutions. We're here to explore your options and guide you to the perfect service for your needs.
