Top Considerations for Choosing a Medical Records Scanning Partner

3 min read
March 16, 2023

Table of contents

In the digital age, where information is easily retrievable, relying on paper medical records is not only inconvenient, but it is also less secure when compared to the alternative. Not only is the storage space necessary for paper documents extensive, but the efficiency of storing, retrieving, and sharing documents manually is also low. Medical Records Scanning solutions are a lifesaver to such hospital systems who transitioned from manual to digital storage. Choosing a medical records scanning partner is vital in taking your medical system's documentation to the next level, but before diving in, there are a few crucial things to consider.


The very first thing to consider when thinking about a medical records scanning partner is security. The scanning partner you choose should have a strict set of procedures for the safe handling of patient data. Your patients trust you with their sensitive information, and the scanning partner should be able to give you the same level of assurance that the security of the patient data is guaranteed. The ideal scanning partner should have access to secure facilities with limited access to authorized personnel. There should be protocols for monitoring such access and avoiding any unauthorized access to patient data. Secure facilities should be equipped with limited access controls, including biometric scans, video surveillance, and automated devices that record any attempts at unauthorized access.

Quality Scanning Processes

While partnering with a scanning partner, it's essential to focus on quality scanning services. They must possess high-quality scanning equipment with the ability to scan a variety of document sizes and file types. This reduces the possibility of data loss or errors during the scanning process. Quality scanning partners should possess a minimal resolution of 300DPI, image and file format compression capabilities, and the ability to handle different document sizes. The scanning partner should have excellent quality control standards, ensuring that high-quality images are produced by reviewing them to identify any errors or blurs.

Scalable and Flexible Services

As your medical system grows, so will the amount of patient data you will have. This will be a part of your everyday processes in providing quality healthcare. Your scanning partner should be scalable and flexible enough to accommodate your growth. Without having to purchase additional equipment or personnel, it should be easy for you to scale up or down. The partner should offer flexible service models that meet your scanning requirements, including scan-on-demand services, batch processing, or day-forward scanning. The scanning partner should also integrate with your Electronic Medical Records (EMR) system, as this saves time and makes your hospital’s documentation easy to retrieve.

Experience of the Scanning Partner

The level of experience a scanning partner has is critical to consider when choosing a medical records scanning partner. An experienced scanning partner can have a better understanding of your hospital’s documentation needs and advise you on the best ways of managing data. Furthermore, an experienced partner will be equipped with workflow optimization techniques to streamline data entry processes, scan documents, categorize, and identify vital patient data more efficiently. Additionally, a partner with vast experience can boast the successful completion of high-profile medical record scanning projects, giving you peace of mind that your patient data will be safe in their hands.

Good Customer Service Skills

It's crucial to choose a scanning partner who can provide you with quality customer service. From engaging with your staff, the ideal scanning partner should have knowledgeable and well-trained personnel to guide you through the process. Your scanning partner should communicate with you effectively, giving timely updates and feedback, and giving you the confidence that your scanning partner is handling your tasks. Partnering with a company with responsive customer services gives you peace of mind as your attention can be focused elsewhere, knowing your medical record scanning needs are in good hands.


Choosing the right medical records scanning partner for your organization is essential, and it can be overwhelming when you have numerous scanning partners to choose from. With these considerations in mind, however, you can be sure to make the best choice possible. Look for partners offering secure, scalable, high-quality scanning services, vast experience, and good customer service skills. Doing so will enable you to make an informed decision that will improve your hospital's administration and save your staff time, thereby allowing your team to provide the best possible care while staying compliant with current regulations.

So what are you waiting for? Get a quote to scan your medical records