Medical Records Scanning

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Elevating Patient Care with Medical Records Scanning

Embracing the digital era has revolutionized patient care management for healthcare providers by efficiently handling patient health records, prescriptions, and transcripts. At the heart of this transformation are medical records scanning services. However, the success of this transition hinges on the understanding of quality, accuracy, and consistency when converting patient records into electronic health records. At Record Nations, and through our trusted partners, we prioritize the meticulous handling of your records, recognizing their paramount importance.

Our team of medical records scanning professionals excels in indexing and scanning large volumes of medical records promptly and affordably. Whether you prefer on-site scanning or secure offsite services, our medical record imaging process adheres to HIPAA and HITECH regulations, ensuring the utmost privacy and compliance.

Benefits of Scanning Medical Records

Enhanced Accessibility

Scanning medical records transforms them into digital format, making them easily accessible to authorized healthcare professionals from any location. This accessibility streamlines patient care, enabling quick retrieval of critical information when needed, leading to better healthcare decision-making.

Space and Cost Efficiency

Scanning medical records reduces the need for physical storage space, saving healthcare facilities valuable office real estate and associated storage costs. It eliminates the expenses associated with paper, such as printing, filing, and retrieval, contributing to significant cost savings over time.

Improved Compliance and Security

Digital medical records can be encrypted and protected with access controls, ensuring compliance with privacy regulations like HIPAA. These enhanced security measures reduce the risk of unauthorized access, data breaches, or physical damage to records, thus safeguarding patient confidentiality and privacy.

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"I entered my request for a quote online and had a call within minutes! She asked questions to help identify our specific needs and forwarded the information to area servicers. I had emails and phone calls immediately afterward. Great customer service!"
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"This is a great service. I received a call within minutes of submitting my information on the website. She was professional, friendly, and knowledgeable. Before an hour was up I had 3 companies contacting me. All interested in wanting our business."

Medical Records Scanning FAQs

How do medical records scanning services work?

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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.

How secure are your medical records scanning services?

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All of our service providers comply with all state and federal regulations when it comes to data privacy, including HIPAA and HITECH. Their scanning facilities have physical security and encryption, and can securely destroy your records after scanning if needed. For the utmost security, they can scan your documents onsite while you watch.

How do I prepare my medical records for scanning?

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Generally, you should organize the records in the way you want to index them in your digital storage system. They should be free of any damage, and you should remove staples, paper clips, or other bindings so the scanning process can run efficiently and smoothly.

How much does a medical records scanning service cost?

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On average, it costs 7-12 cents for each page scanned. However, the price will depend on the size of your project, any add-ons you require, indexing, the complexity of the records, and if you would like to implement any of our medical records storage options.

How long does a medical records scanning service take?

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When you connect with your provider, they will give you an in-depth timeline for your project after giving them all the details. However, the timing usually depends on the complexity of the records, quantity, and any specific requests (indexing, redacting, etc.).

What happens to my medical records after they're scanned?

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If you have medical records that you need to keep for retention purposes, we can store them for you in an off-site storage facility until their retention period is up. If you have medical records you don’t need to keep, the scanning provider can securely shred them for you.

What types of medical records can you scan?

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Our service providers can scan all forms of paper medical records, X-Rays, and more.

How can I edit a scanned medical record?

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With the help of OCR scanning, your medical records will be converted to machine-encoded text that can be edited through a PDF.

Accuracy and Quality of Scanning Services

OCR Technology: Optical Character Recognition (OCR) technology is crucial for converting scanned documents into searchable and editable text. Ensure that the scanning service employs advanced OCR technology to maintain the accuracy of medical records during the digitization process.

Image Quality: The quality of scanned images is vital for maintaining the integrity of medical documents. High-resolution scanning helps preserve the details of charts, records, and images. It’s important to inquire about the scanning equipment and processes used to ensure that the resulting digital files are clear and legible.

Compliance with Healthcare Regulations

HIPAA Compliance: Ensure that the medical document scanning service provider complies with the Health Insurance Portability and Accountability Act (HIPAA) regulations. HIPAA sets standards for the security and privacy of protected health information (PHI). The scanning service should have robust security measures in place to protect sensitive patient data throughout the scanning process.

Data Encryption: Confirm that the service provider implements strong encryption protocols to safeguard scanned medical documents during transmission and storage. This is essential for protecting patient confidentiality and meeting regulatory requirements.

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