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 scanningEMRs, and more.  Let us help you answer the critical questions that can make the transition to a paperless office painless.

What Patient Information is Critical for My Digital Files?

Out of all the items that you discuss and document with your patients, a few key elements should be considered at a bare minimum to ensure that you have accurate historical data to include with every patient file.

Here are some of the most important items to include in every EHR:

  • Key patient demographic data
  • Problem list
  • Historical procedures
  • Allergies
  • Medical device or implant information, including manufacturer, date, and serial number
  • Current medications
  • Referral sources and follow-up
  • Immunizations
  • Growth charts for pediatric patients
  • Legal documents such as advanced directives and custodial agreements

Click here to learn about some of the other items you should consider for your EMR and EHR.

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.

See What Our Customers Are Saying

Cleveland, OH
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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.