HIPAA Compliant Medical Records Scanning

They should. We deliver open standard PDF and TIF files, which every popular imaging, EMR, and EHR platform accepts, and we build the index fields around the identifiers your system keys on, whether that is patient last name, date of birth, chart number, or a combination.

We do not sell EMR software, which is deliberate. Because we have no platform to push, the files are yours in a format you can move to a different vendor later without paying anyone for the privilege. No viewer software gets installed on your machines. Send us a sample of what your system expects and we will match the output before the full project starts.

That is your call, and both options are routine. Most practices have us destroy the paper once the digital set has been verified, which is the tidiest ending because the same company that scanned the chart shreds it and issues a Certificate of Destruction. Prep, scanning, indexing, and destruction are handled as one project.

If your retention policy requires holding the originals for a period, we can return the boxes to you or place them in offsite storage priced per box, then destroy them when the retention clock runs out. Tell us which path you need when you request a quote and we will build it into the estimate.

Yes. Chart rooms are converted in batches rather than all at once, so the records you need this week stay where they are while an older segment is being processed. Practices commonly start with inactive or archived charts, get comfortable with the output, then move forward through the active files.

If a specific chart is needed mid-project, ask and we will pull it. Scanning clients also get access to a web-based login portal, so completed records are reachable from any browser as soon as they are indexed. There is no long-term contract on scanning work, so you can pace the project to your budget and your staffing.