Scanning of Medical Records and Medical Notes

Medical notes generally follow a similar format, each file usually consists of a number of sections, typically General Correspondence, Medical Notes, Medical Test Results. These sections can be split into their sections or scanned into one large file, a large file can have flash sheet inserted to easily and quickly identify the different sections.

Indexing of Medical Records

Each Medical Record is indexed, typically we would index a medical record with Surname, First name, Date of Birth (DoB) and Patient Number, thought please feel free to contact us with your specific requirements. The index data and scans can be imported into a Practice Management Software, our scanning is already compatible with some Practice Management Software Packages.

Scan File Formats

We can create hundreds of different file formats for scanned images. However the most typical are PDF and TIFF. JPEG is a popular format but is only a single page format so it does not lend itself that well to document scanning, JPEG is also a colour format whereas most bulk document scanning projects will be monochrome. PDF is now a recognised standard, the following formats are becoming the norm for document scanning projects and document archiving projects:

PDF/A-1b Compact ISO19005-1 Level B

PDF/A-1b Raster ISO 19005-1 Level B

Confidentiality of Personal Information

As with all information that we receive, personal information is confidential. We are registered with the information commissioner for data protection, our registration number is Z2002164. All our staff have signed confidentiality agreements, and we have an additional confidentiality agreement that we would sign with clients which deals with Data Protection.

We also have the facilities to scan Medical Records on your site (onsite scanning), in addition to the advantage of increased security, this also has the benefit that the notes remain accessible to you.

When we transfer data to you, we use AES 256 encryption technology to secure the CDs or DVDs. If we are scanning onsite we can also remove any hard disks or backup devices and hand them over to you, hence no data need leave site.

How it works - Medical Records Scanning

We will come and put your files into boxes, label the boxes with the relevant job number and return then to our office. We will remove any staples and clips from the files and generally prepare them for scanning. Any items that cannot be scanned will be removed and labelled with what box and Patient the item was from. The files are then scanned, typically one patient record per file. The indexing is then taken from the scanned medical record, usually Surname, First name, Date of Birth and Patient Number. The scanned files and index are then formatted to the exact specification required. The scanned medical data is then encrypted to AES256 Standards and burnt to CD or DVD. The Original boxes of documents can either be returned to you, securely shredded or put into secure storage.

Further Information

::Onsite Scanning Services

::Scanning Prices

::Medical Records Scanning

::OCR and Searchable PDF

::Archiver Software

::Document Management

::Download Brochure

::Scanning Services

Typical Medical Scanning Applications

::Patient Record Scanning

::Medical Record Scanning

::Contractual Information

::Accounts Data

::General Correspondence



::Data Protection Registered

::On-site Scanning

::Off-site Scanning

::Fast Turnaround

::High Volume Bulk Scanning

::Small Volume Scanning

::High Quality & Accurate

::Colour Document Scanning

::OCR Searchable Files

::Indexing of Scanned Data

::Confidential Shredding

::Support and Training


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