Mental Health Care Document Management

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Care with Confidence with Document Management Solutions for Mental Health Care Practices

As a therapist, your focus is on providing exceptional care and support to your clients, but with the rise of digital therapeutics, navigating the mountains of paperwork can often be overwhelming. That’s where Record Nations solutions come in. By digitizing and securely storing client records, treatment plans, and progress notes, we empower you to streamline administrative tasks, enhance organization, and devote more time to what truly matters: your clients. 

Document management services, including scanning, storage, and document management systems (DMS), offer solutions to several challenges in the mental health care industry. By digitizing patient records and treatment plans, these services facilitate access to care, particularly for individuals in underserved areas, through telehealth services. Additionally, they streamline administrative tasks, reducing the burden on mental health providers and addressing workforce shortages. A DMS also supports the integration of care by enabling the sharing of patient information among different healthcare providers, promoting collaboration and coordination. 


Moreover, these systems can track patient outcomes and treatment effectiveness, helping to identify and address disparities in access to care and treatment outcomes among different patient populations. Finally, they assist in crisis response by storing critical information such as crisis intervention plans and facilitating timely interventions, thereby reducing reliance on emergency departments and law enforcement. Let us help you unlock the full potential of your practice with our tailored document management solutions.

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 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

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.

How Record Nations Helps Your Mental Health Practice Overcome Its Industry Challenges

Enhanced Confidentiality


Document management systems ensure the secure storage and access of patient records, treatment plans, and assessments, safeguarding sensitive information and maintaining patient confidentiality.

Regulatory Compliance



Document management systems help ensure compliance with healthcare regulations such as HIPAA (Health Insurance Portability and Accountability Act) by implementing security measures, audit trails, and access controls to protect patient information.

Streamlined Workflow


Document management systems streamline administrative tasks such as scheduling, billing, and documentation, reducing paperwork and freeing up time for mental health providers to focus on patient care.

Enhanced Collaboration


Centralizing your documents facilitates collaboration and communication among other mental health providers, enabling multidisciplinary teams to share information, coordinate care, and collaborate on treatment plans.

Disaster Recovery


Document management systems include backup and disaster recovery capabilities, ensuring the availability and integrity of patient records in the event of natural disasters, fires, or other emergencies.

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."
New York, NY
"Sharleen at Record Nations was quick, responsive, clear, and friendly. So great to have this kind of service!"

Mental Health Care FAQs

What types of documents should I scan?



Our service providers are equipped to handle any type of document. Some examples include: client intake forms, treatment plans, insurance documents, professional credentials, legal and ethical documents, professional correspondence, and more.

How much does it cost to scan my documents?



On average it costs between 7-12 cents per page. However, the price will depend on how many documents you have, the type, the complexity, and any other special requests. You will receive an accurate price quote when we connect you with one of our service providers.

What is the turnaround time for a project?



The timeline of your project will depend on what service(s) you need, the size of your project, the complexity, and any other requirements. Your service provider will give you a timeline after you contact us with the details of your project.

How does Record Nations ensure the security of my therapeutic documents?


All of our service providers meet or exceed all state, federal, and local regulations regarding data privacy. In addition, their off-site facilities come equipped with fire-suppressant systems, climate controls, access controls, 24/7 security, and more. Our DMS service providers can also add on encryption, access controls, version controls, redaction, and more.

Can I edit the therapeutic documents I scan?



When you request OCR scanning, you can easily search for, edit, and share any documents you scan into your system.

How long do I need to keep my records before destroying them?



The retention period for therapist records can vary depending on legal and ethical standards, as well as individual practice policies. Generally, therapists are advised to retain client records for a minimum of 7 years after the termination of services for adult clients. However, the retention period may be longer for clients who are minors, as therapists may be required to retain records until the client reaches the age of majority plus an additional time specified by law. Therapists need to familiarize themselves with relevant laws, regulations, and professional guidelines governing record retention in their jurisdiction and seek guidance from legal or ethical experts if necessary.

What is HIPAA?



HIPAA sets standards for the protection and security of protected health information (PHI) and applies to healthcare providers, including therapists, who transmit or store PHI electronically. Therapists must comply with HIPAA regulations to ensure the confidentiality, integrity, and availability of patient information.

What are Professional Ethical Standards?



Therapists are also bound by professional ethical standards, such as those established by professional organizations like the American Psychological Association (APA) or the National Association of Social Workers (NASW). These standards often include guidelines for maintaining client confidentiality, obtaining informed consent, and protecting client privacy.

What are Telehealth Regulations?



Therapists who provide telehealth services must comply with additional regulations governing telemedicine, including requirements for patient consent, security measures for electronic communication, and licensure requirements for providing services across state lines.

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.