Philadelphia Records Management PA Records Management
EMR/EHR Services Document Scanning Services Records Management Back Office Solutions
Philly Records Management Analysis

Medical Records Scanning

Medical Records Scanning Services help hospitals, clinics and medical practices add paper-based patient charts to Electronic Medical Record (EMR)/Electronic Health Record (EHR) Systems.

As an increasing number of healthcare organizations implement EMR/ EHR Systems, the importance of Medical Records Scanning is growing exponentially. Many practices and clinics are finding that scanning all of the legacy patient chart information is often an unexpectedly larger challenge than originally expected. RDM has a team of professionals who use their experience and expertise to make the entire process easy and efficient.

What is RDM’s Process for Medical Record Conversion?

Our proven Eight-Step Approach allows healthcare organizations to outsource patient chart scanning while continuing to operate efficiently and effectively. Our fifteen years of experience means we can take action to prevent and avoid many of the pitfalls that can occur during scanning process. The Eight Step Approach includes:

Preparing the documents for transport to RDM’s Production Scanning Facility

Our team will work with your staff to coordinate the packing, preparation and moving of your medical records to our Production Document Scanning Facility. We ensure that you continue to have access to your patient information throughout the process by bar coding every chart and box as it is sent out for scanning.

Receipt of documents

Once patient charts are received at our Facility, our team will carefully inventory your information, then provide a detailed tracking manifest of all of the information that we've received, enabling us to rapidly and simply access a patient chart if it's needed during the Medical Record Scanning process.

Document preparation

Preparing medical records for scanning is often the most time-consuming, tedious part of the process. Our experts will remove all staples and fasteners, repair any ripped or torn pagesand carefully sort out the different sections of a patient chart, ensuring that you can access the information you need, whenever you need it.


Our Production Document Scanning Service Center is equipped with cutting edge equipment from Kodak and Canon, featuring WebDocs VRS Technology, allowing us to capture all types of detailed information, from progress notes to Diagnostic Imaging Results.

Quality Control

When scanning Medical Records, specifically patient charts, quality control is essential. So, to ensure readability and quality, we review every image by carefully analyzing to make certain that nothing is missed during the scanning process.


We'll work with your EMR/EHR vendor to make sure we capture and tag your charts with all of the important information so you can access the scanned images through your software. We can index your files based on Date of Birth, Patient ID Number, First and Last Name and any other information that you need to help you access your files.

Importing your data into your Electronic Medical Records (EMR)/Electronic Health Record (EHR) System

RDM will handle the integration points and guarantees that your imaged data will be delivered to your EMR/EHR System efficiently. We remove the headaches often associated with importing information by partnering with many leading vendors to update their systems at the database level.

Inventory of your documents and disposition

Oftentimes, a practice, hospital or clinic will want to preserve the physical paper for peace of mind. RDM offers secure, climate-controlled Medical Record Storage to store your information for as long as it's needed. In addition, we offer Certified Document Destruction to ensure that your information is properly disposed of when the time comes.

Pricing for Medical Records Scanning

Once you've decided to start your Medical Record Scanning project, it's important to get an idea of how many total patient charts you will need to have scanned. Our pricing is in terms of price per page and includes all of the services relating to Medical Document Scanning. For most projects, our service prices are based on the total volume of pages to be scanned, the amount of preparation required and the number of index fields requested.

Consequently, every project is quoted on a case-by-case basis. If you're interested in getting a free quote for your Medical Record Conversion project, contact us by filling out our  short form on our Free Request page or by calling our solutions consultants at 215-953-5175.

Medical Records Storage

For some practices, the need to access historical records is minimal.  In those instances, we offer a Hybrid Solution, where we’ll store all of your medical records in hardcopy at our Facility, scanning only the charts that you request. This option can help to save some of the costs associated with implementation, while still providing a truly digital working environment.

To find out more about how RDM can help your facility to convert your Patient Medical Records to digital images, contact us by filling out our free quote or by calling us at 215-953-5175.

     © Resource Data Management Inc. All rights reserved. | Blog Web Design & SEO by
Records Management Services, Document Management Solutions, Scanning Services :: Philadelphia PA, Delaware Valley PA, Huntington Valley PA