Medical Data Abstraction

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Optimizing Healthcare Efficiency with Medical Data Abstraction

Medical record retention poses an ongoing challenge for healthcare providers, often leading to significant costs and space constraints. As regulatory requirements surrounding medical retention schedules continue to evolve and expand, the physical storage of paper records becomes increasingly cumbersome and costly. This situation can result in the dedication of valuable office space to housing medical records, limiting the area available for patient care and administrative activities.


Record Nations recognizes this dilemma and offers a practical solution with our medical data abstraction services. By converting paper-based medical records into digital formats, we not only help you comply with evolving regulations but also significantly reduce the physical storage space needed for record retention. Our offsite facilities provide secure and organized storage for these digital records, freeing up your valuable office space for more productive and patient-focused purposes. This approach not only streamlines record management but also offers long-term cost savings and operational efficiencies for healthcare practices of all sizes.

The use of data abstraction services as a method of medical records management will provide the practice with the ability to have the medical information for frequent patients or future appointments in their Electronic Health Records System (EHR).

Medical data abstraction services provide you with a solution that encompasses partial/full record scanning along with populating your most important data into your new EHR.


Clinical abstractions can provide you with the comfort of entering the patient information you determine is best suited for your patient population. By entering this information from the original paper or digital source via a clinical data abstraction template and EHR. This allows for the information to be used as it was designed and intended, as a form of medical records storage and your medical records backup.

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

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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 Healthcare 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

Data Abstraction Best Practices

How Healthcare 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.

Maximizing Efficiency and Compliance with Medical Data Abstraction

Maximizing Efficiency with Medical Data Abstraction


Embracing medical data abstraction presents a strategic advantage for your practice. This method streamlines record management by optimizing your Electronic Health Records System (EHR). Through partial or full record scanning, essential data is efficiently transferred to your EHR, ensuring that patient information is readily accessible for frequent patients or future appointments. This also reduces manual data entry and minimizes the risk of errors. Overall, medical data abstraction enhances workflow efficiency, optimizes resource allocation, and ultimately empowers healthcare practices to deliver better patient care while improving operational productivity.

Compliance and Standards


By digitally converting paper-based medical records and securely storing them in offsite facilities, Record Nations not only aids in ensuring adherence to the latest regulations but also mitigates the risk associated with non-compliance. This meticulous approach allows healthcare practices to focus on patient care and administrative tasks without the burden of physical record storage constraints. In an era of complex regulatory changes, our providers’ medical data abstraction services provide healthcare providers with peace of mind, knowing that they are maintaining the highest standards of compliance while optimizing their operational efficiencies.

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.

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Medical Data Abstraction FAQs

How does medical data abstraction work?


1. Identify the sources of medical data that need to be abstracted. This may include EHRs, paper charts, imaging reports, lab results, etc. Establish a standardized set of data elements or variables to be abstracted. This will ensure consistency in the extracted information.


2. Contact Record Nations at (866) 385-3706 or fill out the form to receive free quotes from service providers in your area. Choose the provider that best meets your needs and budget. 


3. Your service provider will perform the data abstraction according to your guidelines. 


4. Your service provider will integrate the abstracted data into the intended destination, such as a database, electronic system, or reporting tool.

Are your data abstraction processes compliant with healthcare regulations?



Yes, all of our services providers are compliant with all state and federal regulations, including HIPAA and HITECH.

How does medical record data abstraction help my practice?



Medical record data abstraction plays a crucial role in extracting meaningful information from medical records to support various clinical, administrative, and research activities in healthcare settings. By systematically reviewing and abstracting data from medical records, organizations can gain valuable insights into patient care, outcomes, and healthcare delivery processes to improve the quality and effectiveness of care.

Can your system integrate with our existing EHR?



Utilize data abstraction to seamlessly integrate medical information for frequent patients or upcoming appointments into your Electronic Health Records System (EHR).

What measures do you have in place to ensure accurate and reliable medical data abstraction?



All of our service providers prioritize accuracy when it comes to medical data abstraction. They review your medical records and extract the relevant information and implement quality assurance measures to validate the accuracy of the abstracted data. This may involve random checks, double abstraction, or other processes to ensure the reliability of the extracted information.

How much does medical data abstraction cost?



The price of your medical data abstraction service will depend on how much data you need to be extracted, the complexity of the data, how quickly you need the project done, and more. Your service provider will give you an accurate price quote after giving them your requirements.

What is the typical turnaround time for completing my project?



Your service provider will be able to give you an accurate timeline after giving them the details of your project. The turnaround time will depend on the size, complexity, and other factors.

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.