Enhance your health and patient records system by securely digitizing your patients’ hard copy medical records. To maintain the highest level of security, your patient’s sensitive information will be captured at one of our HIPAA compliant facilities, then processed following the strictest requirements. Our document scanning experts will transform protected health information into digital medical records so you can improve your medical records management.
We offer the option of converting to electronic health records at your location or at one of our HIPAA compliant and secure scanning centers. Our experts will index and scan any volume of medical records in a timely manner and at a reasonable price.

How does medical records scanning services work

Here are the steps of our general process for document scanning:

  1. Medical records are barcoded for inventory control, sealed and securely transported to one of our HIPAA compliant facilities
  2. Records are prepared for scanning
  3. Patient Documents are scanned (images captured to digital format)
  4. Scanned images are quality checked for clarity & completeness
  5. Hard copy documents are reassembled for return to customer
  6. Or, original documents are prepared for certified destruction
  7. Scanned images are processed into final format deliverable (including file naming and folder structuring)
  8. Deliverable images would be encrypted and transferred to the customer (via SkySite, SFTP, Thumb Drive, or CD/DVD), for upload into the customer's EMR system

Bulk Document Scanning Service

Your documents and information are safe with us. Our team of document conversion experts keeps a highly secure chain of custody as seen in the workflow below meeting the most stringent requirements. Our facilities and processes are HIPAA compliant.
STAGE 1
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Barcode all boxes
and documents

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Inventory and secure
seal documents at
customers sites

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Secure transport
of documents to
HIPAA center

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Inventory & confirm sealed boxes at
HIPAA center

STAGE 2
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Secured and
surveilled storage

STAGE 3
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Prepare documents in
secure environment

STAGE 4
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Scan documents, data
encrypted at rest

STAGE 5
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Document indexing and
data normalization

STAGE 6
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Document
quality review

STAGE 7
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Image processing
and OCR

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Image and data migration,
encrypted at all times

STAGE 8
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Document
re-assembly

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Secure transport of
documents, return to
customer

OR
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Document destruction
at HIPAA center

Get Free Quote on Medical Records Scanning

To learn more about our Medical records and HIPAA compliant process or to get a free quote,

Simply fill out the form, call us at (833) 272-8880, or use our live chat

For all your business and administration document scanning needs, we made it easy.

You box, we scan.

Learn more
North American Coverage

With 140 scanning centers in the US and Canada, we are where you are.

Fast Turnaround

Thanks to our extensive document scanning team, we can meet your most urgent request

Capabilities

Our document scanning services can accommodate scanning projects of any volumes or complexity levels. We can scan almost any type of documents

Stay protected with a HIPAA compliant solution

Avoid risk

U.S. Department of Health and Human Services (HHS) penalties can be enforced against entities found to be non-compliant resulting in hefty fines, potential legal action and poor publicity for your organization.

Safe and secure

Having access to documents that contain PHI and PII means your organization must follow strict procedures to protect that information. Leverage ARC's HIPAA compliant service centers and cloud platform to meet these requirements.

Protect your PHI

Maintaining data privacy is a HIPAA requirement. Secure your documents that contain PHI and PII with the appropriate administrative, physical and technical safeguards that ensure confidentiality, maintain the integrity of your sensitive data, and prevent loss or breach.

Document Scanning Service Types

We offer several types of document scanning services:

  • Scan by the box services - you box it, we scan it

    We simplify document scanning. You box it and we do the scanning. Only $199 per box (CAN $249/box). With 140 scanning centers to serve you, we will digitize your documents in no time.

  • Business document scanning services

    By scanning all your business documents, you will gain complete access to your paper information in an organized easy to find digital format, while enabling quick search capabilities. We will assist you with document retention, eliminating all paper files, and go-forward scanning plans. Your team will realize tremendous productivity gains by collaborating faster and more efficiently.

  • Large format scanning services

    Convert all your oversized documents to digital content for easier access and better collaboration. Any business and industry can benefit from digitally converting their large format documents. This digital conversion will improve your teams’ productivity and will speed up transitioning to a paperless office.

  • Blueprint & maps scanning services

    Scan and digitize large format documents such as maps, drawings, and blueprints to gain major benefits such as improved accessibility and enhanced security. You are always looking or working from the latest set easily shareable. And storing is no longer an issue, and you can save valuable physical space.

  • Legal Document scanning

    Save money on storage costs and save valuable space when you scan and digitize all legal and business documents. The digital conversion will give you and your team access to your crucial information anytime and from anywhere.

Other optional services and add-ons

  • Indexing
  • Searchable OCR
  • Shredding
  • Data on DVD or hard drive
  • Upload to client’s own portal
  • Custom batch uploads

We have 140 locations to serve you!