When you’re in the process of switching from paper to electronic medical records, you’ll need to scan records that contain sensitive health information. Healthcare providers and the vendors they work with share responsibility for protecting that information, but you still need to take the lead in making sure that your patient’s records are handled in a way that meets HIPAA Security Rule requirements.
Most people in the healthcare industry already understand the basics of HIPAA, but its also important that you know what you should expect from your scanning provider and the steps that should be taken behind the scenes to keep this information secure.
In this article, we’ll show you the areas you need to pay close attention to when evaluating scanning providers. It covers the policies that should be in place, the physical protections you should expect to see, and the technical steps that should be taken to keep your digital files protected.
1. Policies That Set the Foundation
The administrative side of a scanning project sets the tone for how your records will be handled throughout. These are the policies, the trainings their team receives, and the everyday steps a provider takes to manage sensitive information. Having a clear sense of what’s in place behind the scenes can help you feel confident that the team you’re working with understands HIPAA requirements and follows a steady, consistent approach to protecting your records.
Staff Training and Experience
Anyone who is involved with the process of scanning medical records needs to be trained on how to manage sensitive information correctly. A reliable scanning provider has a team that understands HIPAA expectations, follows set procedures for handling records, and applies that training consistently. It also helps when staff members have previous experience with healthcare projects, since they’re familiar with the extra attention these records require.
How Instructions and Project Details Are Documented
Proper documentation plays a big role in keeping a scanning project on track. There are often hundreds of small details that shape how your final files need to look, from the order of the records to how each section should be labeled and organized. A good scanning provider takes the time to record your instructions clearly, confirm the specifics with you, and keep those details accessible to the team doing the work. This helps prevent mistakes, keeps everyone aligned, and ensures that your digital files match what your practice depends on day to day.
What To Expect in Your Agreement With a Scanning Provider
Before any scanning begins, you should have a written agreement in place that clearly explains how your records will be handled. This document gives you a full view of what the provider is responsible for, the security steps they follow, and how they’ll protect your information throughout the project. It should also reaffirm how your files will be stored, who will have access to them, and the steps the provider will take if something unexpected occurs. Reviewing this agreement upfront helps you understand exactly what to expect and gives you confidence that the provider has a well-defined process in place.
2. The Physical Protections You Should See
The physical environment where your records are handled plays a big role in keeping your information secure. When boxes of paper files enter a scanning facility, they should only be accessible to the people who are trained to work with them. Seeing how a provider manages access, stores incoming records, and organizes their workspace can tell you a lot about the level of care they bring to a project.
Controlled Access to the Facility
A scanning provider should limit access to the areas where records are stored and scanned. This can include locked or monitored entry points, controlled access to scanning rooms, and simple sign-in steps for anyone who needs to be onsite. These measures help ensure that only trained staff handle your records and that sensitive information isn’t viewed by anyone who shouldn’t have access to it.
How Records Are Stored Before and After Scanning
Records should be kept in a secure, clearly designated area where access is limited to trained staff. They shouldn’t be left out in open spaces or stored alongside unrelated projects. Keeping everything organized and separated helps prevent mix-ups, protects sensitive information, and ensures that your files stay accounted for throughout the scanning process.
Keeping Records Secure During Scanning
During scanning, your records should be handled in a consistent and organized way. Related documents need to stay together, files should never be left unattended, and each batch should be returned to its designated storage area when the work for the day is complete. This level of structure helps protect sensitive information and ensures your records stay accounted for throughout the scanning process.
3. Keeping Your Digital Files Secure Once Scanning Is Complete
Once your records have been scanned, your digital files need to be stored and delivered in a secure way. This protects your information as it moves through the final part of the project. Knowing how a provider manages this step can help you feel confident in their approach.
Encryption for File Storage and Delivery
Any provider working with medical records should use encryption when storing or transferring your digital files. This adds a layer of protection that keeps information from being accessed by anyone who isn’t supposed to see it. Encryption is a standard practice in healthcare settings, so a scanning provider should already have this in place.
How Files Are Shared With Your Team
Most providers use a secure FTP, encrypted hard drives, or another controlled method to share completed files. Its important to ensure that your records don’t pass through unsecured channels or land in inboxes where they can be easily forwarded or misplaced. Asking how files will be delivered can help you understand the level of care taken once scanning is complete.
4. A Properly Documented Chain of Custody
A well-documented chain of custody is one of the clearest signs that a scanning provider takes record handling seriously. It shows that your files are tracked and accounted for from the moment they’re picked up at your facility through the final delivery of your digital versions. This level of documentation records each interaction with your records, reduces the chances of mix-ups, and gives you peace of mind that nothing is overlooked along the way.
Tracking Records From Pickup to Arrival
Your provider should document when and where the records were picked up, who handled them, and how they were transported. Even a simple tracking process makes it easier to confirm that the boxes you sent are the boxes that arrive at the scanning facility.
Keeping Records Organized Throughout the Project
Once your records reach the facility, a provider should keep them labeled and separated from other projects. This helps ensure that files stay in the right order, the right boxes, and the right batches during the scanning process.
Documenting Each Step Until Final Delivery
A chain of custody continues all the way through the return or destruction of your physical files and the delivery of your digital files. Providers who maintain this documentation can easily show how your records were handled at every stage, giving you added confidence in the process.
SecureScan – A Scanning Provider You Can Trust
SecureScan has spent more than 22 years helping healthcare providers move from paper to digital records, and that experience shapes the way we manage every project. Our employees complete HIPAA training, hold relevant certifications, and follow a clear process designed to keep your information protected from the moment it arrives to the moment your digital files are delivered.
During your project, your records remain in a restricted, continuously monitored environment with controlled entry, secure storage areas, and camera coverage at all times. Access is limited to trained staff, and every handling point is documented to maintain a well-kept chain of custody throughout the project.
Once scanning is complete, your digital files are delivered through secure methods that protect your information while still giving your team easy access to what they need.
If you’re preparing for a scanning project or want to learn more about how we manage healthcare records, our team is ready to help you move forward with confidence.
