Medical Records Scanning Services for Clinics And Private Practices

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Scanning and EHR Implementation for Private Practices and Clinics

Transitioning to an Electronic Health Record System for your private practice or clinic has many benefits. EHRs can improve patient care, streamline processes, quickly diagnose patients, and share information with patients and other clinics seamlessly.

Enabling this digitization process for private practices and clinics is medical records scanning. A scanning service can shift hundreds of documents, records, and patient charts into a secure, accessible, and flexible document management system. 


From patient records to medical billing, Record Nations will connect you with a local provider that has expertise in medical record scanning, EMRs, and more.  Let us help you answer the critical questions that can make the transition to a paperless office painless.

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 Private Practice Records Scanning Cost?

Professional private practice 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 private practice 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

What Patient Information is Critical for My Digital Files?

How Private Practice 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 Records Scanning from Record Nations for Private Practices

Enhanced Accessibility

Digital records can be easily accessed and shared, improving efficiency in patient care and coordination among healthcare providers.

Space Savings

Scanning and storing records digitally frees up physical space that would otherwise be used for paper files.

Improved Security

Digital records can be encrypted and backed up, reducing the risk of loss or damage due to theft, fire, or natural disasters.


Digital records can help ensure compliance with regulations such as HIPAA by maintaining accurate and secure patient information.

Cost Efficiency

Reducing the need for physical storage and streamlining administrative tasks can lead to long-term cost savings.

Better Organization

Digital records can be easily indexed and searched, reducing the time spent on managing and retrieving patient information.

Environmental Benefits

Going paperless reduces the environmental impact associated with paper production and waste.

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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FAQs for Private Practice Records Management

How secure are your records management services for private practices?



All of our service providers meet or exceed expectations when it comes to complying with all state and federal privacy regulations, including HIPAA and HITECH. For the utmost security, you can even choose to have your patient records scanned onsite so you can watch the process.

What is the best way to ensure that the converted data and information is of sufficient quality?



Record Nations’ partners guarantee quality, but communication with your scanning and EHR partner is crucial to ensure that no information is missed.

What historical patient information should be available for patient visits during and after the transition?



Anything you would traditionally store physically should be kept in digital files, in addition to all information required by HITECH and HIPAA regulations.

How long should the paper records be available after the conversion?



This will vary based on your location, but you should keep physical records as long as required by HIPAA, state, and local regulations.

Are EHRs and EMRs through Record Nations HIPAA and HITECH Compliant?



Yes, all of Record Nations’ EHR and EMR partners offer services that are fully in line with HIPAA and HITECH regulations.

What types of private practice records can you scan?



Our service providers are equipped to handle any type of record. Some examples include, but are not limited to: patient records, billing and invoicing records, appointment schedules, insurance information, correspondence, financial statements, legal documents, employee records, training and certification records, client or patient consent forms, licenses and certifications, inventory records, client or patient surveys, and more!

What is the typical turnaround time for a project?



The timeline of your project will depend on how many records you have, the type, the complexity, any additional add-ons, and any other special requests. Your service provider will give you are more accurate timeline when you discuss the specifics of your project.

What is OCR and why is it important?



OCR gives you the ability to search and index every aspect of your files with a quick keyword search. Utilizing OCR ensures your records have accurate information and can be modified or edited quickly and easily.

How much will it cost to scan my private practice's records?



On average, it costs between 7-12 cents per page, but it will depend on how many records you have, the type, any add-ons your require, indexing, and if you would like to implement any of our medical records storage options.

How can you help my practice meet record retention requirements?



With any of our medical records services, you will be able to meet retention requirements as our service providers can keep track of and destroy the records that you no longer need for you.

How does automation help my private practice?



EHR systems and digital health document systems can automatically route billing, coding, and patient documents to their appropriate area in the system, reducing administrative burdens and increasing efficiency.

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.