Name: Record Nations
Brand: Record Nations

Costa Mesa Medical Records Scanning Services

medical records scanning services Costa Mesa

Choosing a medical records scanning provider is an important decision for healthcare practices in Costa Mesa. It is important to ensure that your files will be secure throughout the scanning process and that an off-site storage facility will protect them from theft and damage.

Record Nations’ partners offer full-service scanning and storage for medical records nationwide. We partner with trusted providers in the Costa Mesa area that are HIPAA and HITECH compliant.

Medical records must be handled with care because they contain personal health information (PHI). Medical providers are legally obligated to protect this information and must follow various state and federal privacy regulations. By scanning and converting your medical records into a digital format, you’ll be able to maintain your documents and ensure you’re in compliance with such laws.

Medical Records Storage

Off-site health records storage has many benefits. It allows you to free up valuable office space to increase productivity, share information securely, and organize effectively. Physical and digital systems allow your practice to limit who has access to your files, reducing the chance of records being lost or misplaced.

With medical records storage, you can protect patient privacy and follow records retention requirements without worry or clutter.

Medical Records Custodian

Custodians of medical records can store physical copies in a secure storage facility or scan the documents and store them electronically using an EMR system. With either option, patient records must be readily available upon request. Failure to produce forms could result in fines or penalties. North Carolina requires custodians to maintain records for at least 11 years.

Using a custodian takes the liability off of you or your practice. Hiring a company to manage your facility’s medical records ensures you will remain in compliance. Additionally, your past patients will continue to receive care and support.

Record Nations can help you find a local provider to manage your records, release needed information and destroy the records after the retention period.

Rebecca

Tallahassee, FL

"Very helpful in my search for a company to scan a large quantity of medical records. She explained the process, that the companies would contact me, sent me a list of them, and followed through quickly. I would use again."

Brian

Odenton, MD

"Kyle asked questions to understand what I was looking for and gave me a very competitive price."

Stephen

DeSoto, TX

"I was searching for quality companies to assist with record management as I close my medical practice. Record Nations responded quickly and gave me two good references. Very pleased with their service."

Most prices range from 7-12 cents per page depending on where you’re located, how many documents you have, and which company you select for your project. Find out more about estimating your document volume and pricing here. Price per page is just one aspect of the project- other requirements can change the price significantly. We’ll be sure to offer you all the information we have to make sure you get the service you need.

The quote on a project is determined by several things:

Specialized scanning (OCR, redaction, indexed, non-indexed);
Timeframe of the project;
Number of pages and if they are double-sided;
Electronic systems already in place within the practice and if the scanned documents must be compatible with them.

What Is the Medical Record Scanning Process?

Step 2Assess

Begin by assessing the type and volume of medical records that need to be professionally scanned. Categorize the records, taking into account their sensitive nature, compliance with healthcare regulations, and the need for confidentiality and security.

Step 3Contact Record Nations

Contact Record Nations to request free, customized quotes for medical record scanning and other management services. Provide details about your project, including the number of records, special considerations, and your location. Our experts will then recommend service providers in Costa Mesa who can meet your needs.

Step 4Schedule Your Service

Costa Mesa service providers experienced in handling medical records will contact you to discuss the scanning service and schedule a convenient pickup or on-site scanning date.

Step 5Scanning and Digitization

Medical records are professionally scanned with a focus on maintaining the highest standards of security and confidentiality. During this process, the service provider will ensure that all medical records are properly indexed and categorized for easy retrieval. After scanning, the digital records will be provided to you in the format of your choice.

Step 6Complete the Service

Once the scanning process is finished, the provider will work according to your agreement regarding the physical medical records. There are several options including having the records returned to you, securely stored, or confidentially shredded.

Contact us for a free quote today!

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Frequently Asked Questions

Is my patient data secure when using your service?

Yes, the security of patient data is the top priority. Our partners adhere to strict HIPAA (Health Insurance Portability and Accountability Act) compliance standards and have robust security measures in place to safeguard medical records.

What happens to my original paper records after scanning?

After scanning, your records can be securely store, return to you, or securely destroyed, depending on retention times. If you choose storage, we have providers that can assist with keeping them in a controlled and secure environment

What is the purpose of medical records scanning, and how can it benefit our healthcare facility?

Medical records scanning converts paper-based medical records into digital formats, improving access, retrieval, and patient care. Benefits include reduced storage costs, enhanced data security, and streamlined record management.

Can you handle large volumes of medical records, and what is the expected turnaround time for scanning projects?

Our partners have the capacity to handle large volumes efficiently. The turnaround time depends on the project size and complexity, and our partners provide estimated timeframes with your quote.