Medical practices are moving away from paper-based records in favor of electronic systems. Whether it’s to improve efficiency, meet compliance requirements, or enhance patient care, this transition is becoming standard across the medical industry.
Electronic records offer several advantages for healthcare providers and their patients. They simplify organizing and accessing information, reduce the risk of losing documents, and improve collaboration among medical professionals. Providers can quickly review patient histories, track treatments, and securely share information with specialists when needed. These improvements not only save time but also contribute to better patient care.
For practices considering this transition, digitizing existing paper records is the first step. While the process of scanning medical records may seem straightforward, it needs to be approached with extra care. Medical records contain highly sensitive information, so every step must be handled with security and accuracy in mind.
In this article, we’ll outline the best practices for scanning medical records. These guidelines are designed to help medical practices keep patient data secure while ensuring the scanning process is both efficient and compliant.
What Types of Records Do These Best Practices Apply To?
Healthcare providers handle a wide variety of records, all of which can be digitized for easier management. Whether it’s patient charts, medical billing information, or administrative documents, the same level of care and security is required, especially for records containing Protected Health Information (PHI).
PHI includes any information that can identify a patient, such as names, birth dates, contact details, Social Security numbers, medical histories, and insurance data. Under HIPAA, this information must be handled securely to prevent unauthorized access or breaches.
Aside from patient records, healthcare facilities often need to scan:
- Billing and Insurance Forms – Documents related to insurance claims, payments, and financial records.
- Consent Forms and Legal Documents – Signed authorizations, advance directives, and agreements between patients and providers.
- Lab Reports and Test Results – Diagnostic data and lab summaries tied to a patient’s care.
- Imaging Files and Radiology Reports – X-rays, MRIs, and other diagnostic scans stored as physical films or paper reports.
- Staff and HR Records – Employment data, certifications, and training records
- Administrative Records – Policies, operational procedures, and other documents that support day-to-day operations.
Each of these record types may contain sensitive information that requires protection throughout the scanning process. Security measures like encryption and secure file transfers help safeguard PHI after digitization, reducing the risk of exposure.
Taking these precautions not only keeps confidential data secure but also helps medical practices stay organized and improves access to the information they need without putting patient privacy at risk.
In the next section, we’ll outline the best practices for scanning medical records that providers can follow to ensure the transition to digital recordkeeping is both secure and efficient.
13 Best Practices for Scanning Medical Records
Digitizing medical records requires careful planning and attention to detail. Whether you’re converting patient charts, billing information, or administrative documents, following best practices ensures the process is secure, accurate, and compliant with HIPAA regulations.
In this section, we’ll break down 13 key practices that medical practices can follow to streamline the scanning process while protecting sensitive information.
1. Assess the Scope of Records
The first step in any scanning project is to assess the size and scope of the records that need to be digitized. Creating an inventory helps determine the volume of documents, the types of records involved, and any special handling requirements.
Start by organizing documents into categories, such as patient charts, billing records, and legal forms. This process allows you to identify priorities and establish a timeline for scanning.
For larger projects, breaking down records into batches can make the process more manageable. It also helps track progress and reduces the chance of missing files.
Taking the time to fully assess your records upfront ensures smoother scanning and prevents delays once the project begins.
2. Ensure Compliance with HIPAA Regulations
Medical records often contain Protected Health Information (PHI), which is regulated under HIPAA. This means every step of the scanning process must be designed to protect patient privacy.
Before any scanning begins, review HIPAA requirements to make sure the process aligns with security and confidentiality standards. This includes:
- Limiting access to records only to authorized staff involved in the scanning process.
- Using secure storage for physical documents before, during, and after scanning.
- Using encryption and secure file transfers for any digital files created.
It’s also important to establish protocols for tracking records throughout the process. Maintaining a clear chain of custody ensures accountability and provides documentation that records were handled properly.
3. Properly Prepare Your Documents
Proper preparation is one of the most important steps to take when scanning medical records. Taking the time to organize and prepare documents before scanning starts reduces errors and helps keep the process moving smoothly.
Label and group records based on how they will be indexed or filed digitally. Keeping similar documents together and in order makes it easier to organize your digital files later on.
For handwritten notes or oversized documents like charts or diagnostic imaging reports, decide how these should be handled ahead of time. Handwritten records may need to be scanned separately and attached to the corresponding file, while larger documents may require specialized scanning equipment.
Spending extra time on preparation minimizes interruptions during scanning and helps ensure every document is captured accurately.
5. Choose High-Resolution Scanning Settings
Clarity is critical when scanning medical records. Poor-quality scans can make text difficult to read, create issues with compliance, and even lead to errors in patient care. To avoid these problems, it’s important to select scanning settings that produce clear, high-resolution images.
For most medical documents, scanning at 300 DPI (dots per inch) is recommended. This resolution is high enough to capture fine details, including handwritten notes, without creating overly large file sizes.
Certain records, such as X-rays, diagnostic images, or detailed charts, may require even higher resolutions to preserve important visual details. When dealing with these types of files, consult with your scanning provider to determine the best settings for the job.
6. Create an Indexing System
Indexing helps you keep scanned medical records organized and easy to find.
Start by identifying the information you’ll need to search for most often, like patient names, dates of service, medical record numbers, or billing codes. These details can be used as indexing fields, allowing you to sort and retrieve your records.
Consistency is also important when creating an indexing system. Decide on a format for naming and organizing files before scanning begins, and make sure it’s followed throughout the process.
Optical character recognition (OCR) software can also enhance the usability of your records by converting text in scanned documents into searchable data. Depending on your practice’s needs, this step may be optional.
For larger scanning projects, consider working with a document scanning company like SecureScan. We automate indexing and OCR to save time and reduce the risk of human error.
7. Secure Data During and After Scanning
Physical documents need to be stored securely throughout the scanning process, with access limited to only those directly involved in the project. Once records have been digitized, you may choose to shred the original documents or have them returned to you for storage.
Digitized records should always be encrypted to protect sensitive information. Encryption scrambles data, making it unreadable without the proper decryption key. Encrypt files both during storage and transfer to keep them secure, even if unauthorized access occurs.
Secure file transfer methods, such as encrypted hard drives and SFTP (Secure File Transfer Protocol), should be used when moving files between systems. For added protection, password-protect your files and apply user permissions to restrict access to sensitive data.
8. Maintain a Secure Chain of Custody
A secure chain of custody helps ensure accountability and protects sensitive information throughout the scanning process. Tracking who handles records at each stage reduces the risk of loss, unauthorized access, or mishandling.
Document every step of the process, including when records are transferred, who has access to them, and how they are stored. This applies to both physical documents and digital files as they are scanned, indexed, and archived.
For added security, tools like barcodes or tracking software can be used to monitor records in real time. These tools make it easier to verify the location and status of documents at any point during the project.
Maintaining a clear chain of custody not only protects patient information but also provides documentation that records were handled properly in case of an audit.
9. Develop a Backup and Disaster Recovery Plan
Backing up your scanned medical records is one of the most effective ways to protect against data loss. Hardware failures, cyberattacks, or natural disasters can happen without warning, so having a plan in place ensures your records stay safe and accessible.
Make multiple copies of your files and store them in separate, secure locations. Using offsite storage, like cloud systems or encrypted external hard drives, adds an extra layer of protection.
Encryption and password protection should also be applied to your backups to keep them secure, even if someone gains unauthorized access.
It’s just as important to create a disaster recovery plan that outlines what steps to take if data needs to be restored. Testing the plan regularly helps make sure it works and gives your team confidence if something unexpected happens.
10. Train Staff on Managing Digital Medical Records
Switching to digital medical records doesn’t just change how information is stored—it also changes how it’s managed. Staff need proper training to handle digital files securely, follow access protocols, and make the most of the new system.
Start by reviewing HIPAA guidelines for digital recordkeeping. Staff should understand how to protect sensitive data, including setting strong passwords, logging out of systems when not in use, and avoiding unauthorized access.
Training should also cover how to search for and update patient files, manage permissions, and securely share information when necessary. Clear protocols for accessing records, auditing activity logs, and reporting security concerns can help reduce mistakes and protect patient privacy.
Ongoing training sessions are helpful for keeping staff up to date on system updates, security best practices, and any changes to compliance requirements.
11. Plan for Long-Term Storage and Accessibility
Once records have been digitized, they need to be stored in a system that allows for the level of security required for handling sensitive medical information. It’s important to select a solution that supports HIPAA compliance with features like encryption, access controls, and user permissions.
Compatibility with your Electronic Health Record (EHR) system should also be a top priority. Ensuring the storage solution integrates seamlessly with your EHR makes it easier to manage and access files.
Cloud-based storage is a popular choice because it offers scalability, offsite backup options, and the ability to grow alongside your practice. If using physical storage devices, such as external hard drives, make sure they are encrypted and stored securely.
12. Verify Accuracy Before Finalizing Files
Before wrapping up the scanning process, it’s important to double-check that everything has been captured correctly. Even small errors can create problems later, so taking a little extra time to review files can save headaches down the road.
Look through scanned files to make sure pages are clear, complete, and easy to read. If OCR was used, check that the text was converted properly and is searchable.
For larger projects, spot-checking batches of files can be a quick way to catch errors without going through every page.
A final review helps ensure your digital records are accurate and ready to use.
13. Partner with a Trusted Scanning Provider
Digitizing medical records is a big undertaking, but working with a trusted scanning provider can make the process easier, faster, and more secure.
At SecureScan, we specialize in scanning and digitizing sensitive records, including those containing Protected Health Information (PHI). With over 21 years of experience, we understand the unique challenges medical practices face when transitioning to digital recordkeeping.
Our process is designed with security in mind. From secure transportation and storage of physical records to high-resolution scanning and OCR processing, we ensure every step meets HIPAA compliance standards. We also provide indexing services to help organize files and make them searchable, along with secure digital storage options for long-term record management.
We maintain a secure chain of custody throughout the process, and offer secure shredding services for physical records after digitization.
For more information about our medical records scanning service, contact us or get a free scanning quote from one of our scanning technicians.
