Medical Records Scanning Service
Our HIPAA-compliant medical records scanning service helps healthcare providers and insurance companies convert paper records into a fully searchable archive of electronic files. Digitize and securely organize patient charts, billing records, lab results, physician notes, and more, all while meeting industry regulations and legal requirements.
Medical Records Management
Create a Paperless
Practice.
With more than 22 years of medical records scanning experience, SecureScan has worked with medical practices of all sizes streamline their document conversion processes. Our services improve the security, efficiency, and accessibility of patient healthcare information. Whether you need to scan large volumes of records at once or establish a continuous conversion process, we’re here to help.
Provider Coordination
Electronic medical records make it easier for doctors and nurses to collaborate, both within your practice and with external providers. This enhanced communication helps improve the quality of care you deliver to your patients.
Improve Data Security
Implement robust security measures like access monitoring and data encryption, ensuring that a secure chain of custody is maintained for sensitive patient records.
Simplify Compliance
Protecting PHI and PII is a critical aspect of medical records scanning. Our technologies and scanning processes are HIPAA compliant, ensuring the confidentiality of patient data is protected throughout the process.
Work Efficiently
Save time by eliminating the hassle of searching for and retrieving medical records. Access patient data instantly with intuitive text-based searches, reducing administrative overhead.
Reduce Costs
Digitizing medical records is a cost-effective solution that eliminates the recurring expenses of physical storage while allowing you to securely store large volumes of patient data.
Reclaim Your Space
Reclaim the space once occupied by physical records and repurpose it for more productive uses. This shift not only helps declutter your practice but also enhances overall organization and efficiency.
How Does Medical Records Scanning
Work?
Scanning
First, we digitize your medical records using HIPAA-compliant scanning practices. This ensures secure access to records while protecting personal health information from theft or loss.
Indexing
Next, we index the electronic patient records by extracting unique identifiers from each document and attaching them as searchable metadata. This allows your team to quickly and easily locate specific records whenever needed.
Storage
Finally, your converted documents can be uploaded to your existing EMR system, stored in our cloud-based document management platform, or delivered on an encrypted hard drive for use with any electronic file management system.
Maintain Regulatory Compliance
HIPAA & HITECH Compliant
Our medical records conversion process is designed to fully comply with HIPAA (Health Insurance Portability and Accountability Act) and the HITECH Act (Health Information Technology for Economic and Clinical Health). With ultra-secure facilities, HIPAA-certified staff, and advanced secure technologies, our medical scanning service meets the highest standards for data protection.
Data Security & Compliance
Replace Your Paper Processes
Medical records scanning
made easy.
A successful transition from paper medical records requires careful planning, expertise, and attention to detail. Our team works closely with you to understand your specific needs and develop a customized plan to modernize your records storage.
Medical Clinics
Medical clinics and emergency care centers often experience high patient turnover, which increases the demand for efficient patient records storage. Digitizing physical documents allows these facilities to securely manage large volumes of patient files, prescription records, and other important information while reclaiming valuable office space.
Health Insurance Agencies
Streamline claims processing and enhance customer onboarding by reducing dependence on paper-based recordkeeping. Converting your filing cabinets into a secure digital archive minimizes costly inefficiencies and allows agents to quickly access, organize, and manage patient data with ease.
Mental Health Professionals
Properly maintained patient records are essential for ensuring your patients’ long-term well-being and meeting standard quality-of-care requirements. Our medical scanning service offers therapists, psychiatrists, and other mental health professionals a secure, cost-effective solution for safeguarding patient data while improving accessibility to records.
Hospitals
Hospitals require instant access to patient records. By transitioning to an Electronic Medical Record (EMR) system, paper documents can be indexed and organized by key identifiers, enabling text-based search queries on any number of fields required. We can scan large volumes of sensitive medical records at one time, making a full switch to an electronic system a breeze.
SecureScan is here to help.
Converting your documents can seem like a daunting task. We will walk you through every step of the process to help facilitate a conversion plan that works for you.
Contact Us
Centralize Patient Data
All of your medical records in one place.
Despite implementing electronic medical record (EMR) systems, many healthcare providers still maintain both paper and electronic records. Our ultra-secure medical scanning services are the perfect way to migrate away from paper records for good.
We can help you convert your archived records into electronic formats, while creating efficient processes for managing and scanning new records as they are generated.
No Hidden Fees
Priced Per Box
With our straightforward pricing model, it's easy to plan ahead for your scanning project. We charge per box, making the exact count of records you need scanned irrelevant. Simply box up your patient records and we'll do the rest. Processing, scanning, and indexing is all covered under one price. See how our prices compare to our competitors with our document scanning cost calculator.
Get a QuoteThe Complete Guide To Medical Scanning
Download Our Guide
Our comprehensive guide demystifies the digitization process and equips you with the knowledge you need for a seamless transition to a digital-first healthcare environment. Learn how our HIPAA and HITECH-compliant scanning services can revolutionize your healthcare operations.
Download PDF (700KB)
Common Questions
Get answers to our most frequently asked medical records scanning service questions.
What Is Medical Record Scanning?
Medical record scanning is the process of converting paper-based patient records into a searchable digital archive. This scanning and conversion process must comply with HIPAA regulations to protect personal health information (PHI).
What Kinds of Healthcare Documents Can I Scan?
Our medical scanning service supports a variety of healthcare document types, including:
- Patient records
- Medical billing
- Pharmacy routing
- Electronic fax archiving and processing for both inbound and outbound documents
- Medical claims processing
What Are the Considerations to Make Before Transitioning to an EHR?
Before converting your medical records, consider the following:
- Which historical patient information should be accessible during and after the transition?
- What are the best methods for converting this information for compatibility with your EHR system, if applicable?
- How can you ensure that the converted documents meet quality standards?
- How long should the original paper records remain available after scanning is complete?
Is Scanning Medical Records HIPAA Compliant?
Yes, our medical records scanning service is HIPAA compliant, ensuring maximum security and confidentiality of your records throughout the process. Our HIPAA-trained and certified technicians handle all protected health information (PHI) according to regulatory guidelines. Access to scanned documents is tightly controlled and restricted to authorized personnel, with badge-restricted entry for added security.
We also maintain a secure chain of custody at every step, from document pickup to final delivery, to protect the integrity and confidentiality of your sensitive data.