Medical Records Custodianship

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Medical Records Custodian Services

When a medical practice closes or stops practicing, the custodian of medical records takes control of that practice’s private health records. Why is this important? There are numerous legal and record management protocols that must be followed according to strict HIPAA guidelines. Record Nations can help you find a secure, reliable medical records custodian for your documents.


In addition to this, each state has its own set of regulatory laws regarding the retention of such records. These retention periods can last a few years to a few decades. Hiring a medical records custodian can free your practice from succumbing to the unique challenges these laws can present. Especially when the practice or physician is planning on retirement. 

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 healthcare 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 healthcare 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

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 Custodianship

Compliance with Regulations


Medical records custodians ensure that patient health information is managed in compliance with various regulations such as the Health Insurance Portability and Accountability Act (HIPAA) in the United States. They are responsible for implementing policies and procedures to protect patient confidentiality, privacy, and security, reducing the risk of regulatory penalties and legal liabilities.

Data Integrity and Accuracy


Custodians oversee the maintenance of accurate and up-to-date medical records, ensuring that patient information is complete, legible, and accessible when needed. By implementing quality control measures and auditing procedures, helps prevent errors, discrepancies, and inconsistencies in medical documentation, promoting better patient care and clinical decision-making.

Efficient Record Retrieval


Medical records custodians streamline the process of retrieving patient records for healthcare providers, researchers, and other authorized users. By organizing and indexing medical records effectively, they facilitate quick and easy access to relevant information, improving workflow efficiency and reducing administrative burdens on healthcare professionals.

Patient Care Coordination


Custodians play a key role in facilitating communication and collaboration among healthcare providers by ensuring that patient records are shared securely and efficiently across different departments and healthcare settings. By maintaining comprehensive and interoperable medical records, they support continuity of care, care coordination, and patient safety initiatives.

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.

See What Our Customers Are Saying

San Diego, CA
"Very friendly and professional service. We heard back from their partners in a timely fashion. We are so pleased with the results. We highly recommend Record Nations."
Washington, DC
"Great Customer service, Very friendly with a pleasant attitude and very responsive to my questions. VERY attentive to my needs. Much appreciated."

Medical Records Custodian FAQs

Why would I need a records custodian?


When you hire a custodian of medical records, that person or company takes control of the record-keeping process from start to finish. That means complying with all state and federal laws, HIPAA regulations, and ROI (release of information) requests. This can be tricky for individuals to navigate, especially since these regulations can vary from state to state.

What does the process of transferring my documents look like?


Once the records are packed and transported, our providers take it from there. They will store and maintain all records, you just need to notify your patients about the change of custodianship, and all health information requests will go through the new custodian. Our providers can even release an accounting of disclosures to the patient upon request.

What happens to my existing electronic files?



All existing EMR (electronic medical records) files will be transferred to secure servers where they can be indexed and easily referenced for accessibility. This can greatly reduce the time that a patient or physician needs to wait to receive the medical records requested.

What happens to my paper files?



Our providers will collect physical materials that cannot be shredded and store them in a HIPAA-compliant storage facility. This means that these facilities are under 24/7 video surveillance, with fire suppression protocols and advanced security systems monitoring access around the clock. You can rest assured that your files will be looked after according to the highest industry standards.

How can I find a medical records custodian?



Give Record Nations a call at (866) 385-3706, fill out the form, or click the live chat option on this page to find the right service, at the right price in your area.

How secure is the process of transferring my records to a custodian?



All of our service providers comply with all state and federal data privacy regulations, including HIPAA and HITECH. They prioritize security in all of their scanning and storage processes.

Will my patients have to be notified about the change?



Yes, you will have to notify your patients about your practice closing, that they have to find a new healthcare provider, how they can access their records, and any other changes that apply.

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.