Medical Records Management & Services

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Improve Your Medical Records Management with Record Nations Today

At Record Nations, we recognize the pivotal role that efficient document scanning and storage play in shaping the future of healthcare delivery. Amidst the complexities of patient care, administrative tasks, and regulatory compliance, the burden of paper-based processes can impede efficiency and compromise patient outcomes. That’s why our comprehensive records management solutions are tailored specifically to address the unique needs of the healthcare industry.

By digitizing and securely storing patient records, medical reports, and administrative documents, we empower healthcare providers to streamline operations, enhance data accessibility, and uphold the highest standards of patient care. Say goodbye to cumbersome paperwork and hello to a future where healthcare professionals can focus on what truly matters—providing exceptional care to their patients.

Your paper documents and records can be converted using medical record scanning from Record Nations providers. Features like optical character recognition (OCR) and data extraction create editable digital files that can be added to any EMR system. Medical DMS gives physicians and their support staff instant access to the documents they need to make faster, more informed medical decisions. You will be able to safely store and retrieve word-processing documents, images, and any other type of electronic file with just the click of a button.


Our Medical Document Management Services

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.

Who Can Benefit from Medical Records Management?

Digital archiving and retrieval increases productivity, lowers storage and maintenance costs (when compared to managing a paper system), and increases day-to-day efficiency. Healthcare practices, businesses, and facilities of all kinds can benefit from medical document management services.

Clinics and Private Practices

Clinics and private medical practices have different needs when it comes to paperwork and patient data. An EMR system helps provide access to medical records, share patient files, and provide prescription information. Digital systems save time for busy healthcare providers and allow patients to be treated and communicated more effectively.

Hospitals or Healthcare Networks

Hospitals and large healthcare networks must be able to admit new patients, order testing, and transfer files between providers quickly. EMR systems are ideal for fast and accurate transfer of information, making it possible for doctors to make critical decisions that could save lives.

Insurance Agencies

Medical claims can involve pages and pages of paperwork, which can lead to costly errors. Digital files maximize efficiency and allow you to manage many accounts and claims without delays or inaccuracies.

Mental Health Care Practices

With the rise of digital therapeutics, Record Nations can help you digitize and store client records, treatment plans, and progress notes. Digitizing these records helps you track patient outcomes and treatment effectiveness to improve your patients’ care overall.

Managing Your Medical Records with Record Nations

Benefits of Medical Records Management Services

Enhance Efficiency

Streamlining administrative processes through digitization reduces manual tasks, eliminates paper-based workflows, and accelerates document retrieval, leading to increased efficiency and productivity.

Improve Patient Care

Quick access to electronic health records (EHRs) enables healthcare providers to make informed decisions, coordinate care effectively, and deliver personalized treatment plans, ultimately improving patient outcomes and satisfaction.

Enhance Collaboration

Centralized document storage facilitates seamless communication and collaboration among healthcare teams, ensuring timely access to critical patient information and promoting interdisciplinary care coordination.

HIPAA Compliance

Medical document management services help healthcare organizations comply with stringent regulatory requirements, such as HIPAA, by maintaining secure and auditable records, facilitating data privacy and security protocols, and ensuring adherence to retention policies.

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

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."
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."

Medical Document Management FAQs

What is PHI?


PHI stands for Protected Health Information. It’s any piece of identifiable information that could put a patient’s confidentiality at risk. Some common examples of PHI include, but are not limited to: names, phone numbers, addresses, Social Security Numbers, and medical records.

How secure are your medical document management services?


All of our service providers follow all state and federal regulations regarding data privacy, including HIPAA and HITECH.

How do we become a paperless practice?


With our medical records scanning services, you will seamlessly transform your practice into a paperless one. We offer day-forward scanning services to ensure all new patient data is being scanned into your system as well.

What services do I need if my practice is closing?


If your practice is closing, our medical records custodian services will ensure your patient data will be securely stored and available for your patients long after the closure.

What is HIPAA?


Health Insurance Portability & Accountability Act (HIPAA) outlines the requirements that protect personal health information (PHI), from retention to destruction. It requires records to be destroyed when their retention period is up, and shredding is an approved method.

What is HITECH?


Health Information Technology Economic & Clinical Health (HITECH) Act heightens enforcement and penalties for HIPAA non-compliance and requires data breach notifications to patients. This encouraged to standardization of the use of EHRs to increase security.

How long do I need to keep my medical records?


Each state has medical records retention periods that typically range from 6-10 years. No matter what the retention is, all records that reach the end of their period must comply with HIPAA and be thoroughly destroyed.

How can I keep a medical record retention log?


When you’re storing hard-copy medical records with one of our off-site storage providers, you can label your file boxes with their retention times. You can check the status of your records and their retention times, and once they expire, storage providers can handle their destruction with a secure shredding service. For your digital records, EHRs can be configured to track the retention times for them. Once retention periods expire, you can configure your EHR to delete the files automatically.

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.