Medical Records imaging services
Medical Records
Medical Records Imaging
Convert paper charts into organized, searchable digital files with a careful, privacy-minded workflow designed for sensitive records.
Overview
As a part of the American Recovery and Reinvestment Act, all public and private healthcare providers and other eligible professionals were required to adopt and demonstrate “meaningful use” of electronic medical records (EMR) by January 1, 2014 in order to maintain their existing Medicaid and Medicare reimbursement levels. Most offices and practices moved quickly to EMR’s for all future patient care records. However, many were not equipped to convert their existing patient records for electronic retrieval and continue to store a large number of paper records.
PapertoPC provides medical records imaging services that help organizations reduce paper storage, improve retrieval, and support consistent records handling.
We can scan, index, and deliver files in formats that fit your workflow, with naming conventions and metadata aligned to your needs. We’ll confirm scope, retention expectations, and access requirements before work begins.
Benefits
Why digitize medical records
Process
How it works
We have created a straightforward process designed to keep projects moving while also maintaining careful handling of sensitive records.
1) Scope and intake
We review record types, volumes, indexing needs, and delivery preferences, then confirm logistics for pickup/drop-off or on-site work.
2) Preparation and imaging
Records are prepared for scanning, imaged at appropriate resolution, and checked for legibility and completeness.
3) Indexing and organization
Files are named and indexed using agreed conventions (patient identifiers, dates, document types, or other metadata you specify).
4) Secure delivery and hand-off
We deliver files using secure methods aligned to your requirements and provide a clear handoff checklist for acceptance. All records can be returned to you OR transported to a secured location for destruction (90-day hold for destruction).
Security
Privacy-minded handling
We use practical safeguards to help reduce risk when working with sensitive records. While your documents are in our possession, we comply with all Federal HIPAA Security and Privacy Rules to ensure patient data confidentiality, integrity, and availability.
Controlled access
Limit handling to authorized personnel and keep clear chain-of-custody practices during projects.
Secure transfer options
Deliver files using secure methods and access controls appropriate for your environment and policies.
Common questions
A few quick answers about medical records imaging projects.
What file formats do you deliver?
Most projects are delivered as searchable PDF and/or image files (TIFF/JPG) with an agreed folder structure and naming convention.
Can you match our indexing rules?
Yes. We’ll review your preferred fields (IDs, dates, document types, etc.) and apply consistent indexing across the project.
How do you handle sensitive information?
We follow a privacy-minded workflow and can align handling, access, and delivery methods to your internal policies and requirements. We follow all HIPAA requirements for security, confidentiality, and access while your documents are in our possession.
What happens to my records after they are imaged?
We can return all files to you for retention or destruction in accordance with your internal practices. We can also provide secure transport (locked bins) and shredding to a third-party secured shredding location (North Central Sight Services) for the actual cost of shredding. A Certificate of Secure Destruction can be provided.