Medical record scanning in Allen Park, MI
A chart is rarely one format. Progress notes sit on letter-size paper. EKG strips don’t, and the microfiche from before the practice went digital needs a different machine again.
Medical and dental records make up 12 percent of Michigan’s records work, with microfiche another 6 percent. Film capability is worth confirming before a single box is booked for collection.
What a mixed-format chart project needs
- Flatbed capture for anything that can’t safely be fed through a roller
- A film carrier matched to the frame size on your fiche, not a generic one
- NAID AAA certification for destroying the originals once images are verified
The Health Insurance Portability and Accountability Act holds the practice responsible for that vetting whatever the format, so Record Nations confirms the equipment alongside the certifications.
How long the images have to stay available
Charts stay in scope six years from creation or last use. Anything still within that period needs to remain retrievable, which is what indexed off-site storage provides. Anything beyond it goes to certified destruction.
Film complicates that, because a fiche sheet holds records from several years at once and can’t be split the way a paper folder can. Converting the film first turns one indivisible sheet into individually dated images.
Price a mixed-format chart project
Count the charts and flag anything that isn’t paper. Record Nations sends free estimates from Michigan providers holding both the equipment and the certifications, which narrows a long list to a short one immediately.
