// RECORDS MANAGEMENT
// RECORDS MANAGEMENT
MEDICAL RECORDS SCANNING
Digitize your Medical Records with Emerald
Secure, compliant, and affordable solutions for Practices on Long Island and New York City.
Medical records scanning services help practices, hospitals, and clinics add paper-based patient charts to Electronic Medical Record (EMR) and Electronic Health Record (EHR) systems. As more and more practices, hospitals, and clinics continue to implement EMR and EHR systems, they are confronted with the reality that scanning all of the legacy and day-forward patient chart information is often a bigger challenge than initially expected.
Emerald Document Imaging offers the experience and expertise to simplify this process. Our team of professionals can help with every step of the chart scanning process, including integration with your EMR/EHR software.
How Much Does it Cost to Scan Medical Records?
Once you decide to start your medical record scanning project, it’s crucial to get an idea of the total number of patient charts you want to scan. At Emerald, we provide our pricing in terms of price per page, including all of the services relating to medical document scanning. Our services are based on three key factors:
1. THE TOTAL VOLUME OF PAGES TO BE SCANNED
2. THE AMOUNT OF DOCUMENT PREPARATION REQUIRED
3. THE NUMBER OF INDEX FIELDS REQUESTED
Emerald's Medical Records Scanning Process
Our proven eight-step approach empowers healthcare organizations to outsource patient chart scanning while operating efficiently and effectively. Drawing on over twenty years of experience, we proactively prevent and address many potential pitfalls that may occur during scanning. This proven methodology includes:
1. Preparing the documents for transport
2. Receipt of documents
Upon receiving patient charts at our facility, our team carefully takes inventory of your information and provides a detailed tracking manifest of the received information. This, in turn, enables quick and easy access to a patient chart if needed during the scanning process.
3. Document preparation
4. Document scanning
5. Quality control
6. Indexing
In close collaboration with your EMR or EHR vendor to capture and tag your charts with all of the pertinent information, allowing you to access the scanned images through your software. We can index your files based on the date of birth, patient ID number, first and last name, and any other information that you need to access your files when required.
7. Importing your data
Efficiently handling integration points, Emerald ensures your imaged data is delivered seamlessly to your EMR or EHR system. This streamlined process is facilitated through our strategic partnerships with many leading vendors.
8. Inventory of your documents and disposition
Practices, hospitals, or clinics often want to preserve physical paper for peace of mind. Emerald offers secure, climate-controlled medical record storage for archiving your information for as long as needed. Additionally, we offer certified document destruction services ensure your data is appropriately discarded when the time comes.
What our clients are saying
Businesses across Long Island and New York City trust Emerald Document Imaging to handle their most important documents — securely, accurately, and on time.
Frequently Asked Questions
What are the benefits of using a document scanning service?
Document scanning helps your business reduce storage costs, stay compliant with data retention regulations, and eliminate the inefficiencies of managing paper files. Once scanned, your documents are indexed and organized by key identifiers — like names, dates, or account numbers — making them instantly searchable. This not only improves access and security, but also saves time across your entire team.
How much do document scanning services cost?
The cost of document scanning depends on several factors, including the number of pages, document condition, indexing requirements, and the turnaround time. After a free consultation, Emerald Document Imaging will provide a customized quote tailored to your project.
How long does the scanning process take?
Project timelines vary based on document volume and specific requirements. Small projects can be completed within a few days, while larger or more complex jobs may take a few weeks. We’ll give you a clear timeline during the consultation process.
How do I prepare my documents for scanning?
Simply gather your documents as they are. Our team will handle the rest, including removing staples, paper clips, and bindings, as well as repairing any damaged pages to ensure optimal scan quality.
Is my information safe during the scanning process?
Yes. Security is a top priority at Emerald Document Imaging. We follow strict chain-of-custody procedures, use secure transportation, and implement quality control measures at every step to protect your sensitive documents.
What file formats can I receive after scanning?
We offer flexible output options based on your needs. Most clients choose fully searchable PDF files, but we can also deliver TIFF, JPEG, or custom formats compatible with your document management system.
Do I need a document management system to work with you?
No, you don’t. If you already have a document management system, we’ll deliver your files ready for import. If you don’t, we can help you explore options, including a cloud-based document management solution with a free demo.
Ready to Go Paperless?
Whether you’re scanning decades of archives or just getting started with digital records, Emerald Document Imaging makes the process simple, secure, and stress-free.
Let’s talk about your project — we’ll provide a free quote and answer any questions.
Or give us a call at (631)-435-2900
