Scanning medical records in Alpharetta, GA
Practices change hands and the charts stay put. Whoever takes over the office inherits a decade of paper filed the way somebody else thought about it, which is a compliance question well before it becomes a storage question. Indexing it during the scan is where the repair starts.
Medical and dental records are 13 percent of Georgia’s records work, so providers here meet inherited filing systems routinely.
Which obligations land on the practice
Business associate agreement — the contract binding the vendor to the same patient privacy duties the practice carries, signed before the first box moves.
The Health Insurance Portability and Accountability Act makes the current owner responsible for choosing a vendor that can meet it, whatever the previous owner arranged. Record Nations confirms NAID AAA certification is current before any name is passed on.
Sorting a filing system you didn’t design
- Index at patient level during the scan, so the old folder logic stops mattering.
- Flag every chart still inside the six-year window from creation or last use.
- Route everything beyond that window to certified destruction, keeping the certificate.
Whatever survives that pass goes to indexed off-site storage, and it is usually a much smaller pile than the corridor first suggested it would be.
Get a chart backfile quoted
Rough chart counts and the date the practice changed hands are enough to work from. Record Nations sends free estimates from Georgia providers who take this kind of project on weekly.
