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Patient Chart and Medical Records Scanning Service



Hospitals and medical practices are increasingly driven by HIPAA regulations and the government’s push for EMR or EHR adoption through digital medical records. To meet this demand, the need for digitization of medical records has become very important. Many healthcare institutions lack the infrastructure to efficiently convert extensive paper charts into digital formats, leading them to trust ForensiS to perform the digitalization of health records for them.

With our cutting-edge digitization of health records service, we strictly adhere to HIPAA regulations, prioritizing the utmost security and quality to safeguard your confidential medical records and sensitive information. Forensis is HIPAA Compliant and all employees are HIPAA Certified. Count on ForensiS to provide a secure and seamless transition to the digital world with the digitization of medical records, ensuring compliance and peace of mind for your organization.

Check out this case study from AIIM (Association of Intelligent Information Management) that explores how document scanning can help the healthcare industry

Woman doctor using medical records scanning service for her medical practice.


As the premier medical records scanning company, Forensis offers a comprehensive range of services, ensuring a seamless and efficient document management process for Medical Records Scanning Service.

  • Business Associate Agreement- First, Forensis will provide and execute a business associate agreement with your practice.
  • Supplies- Next, ForensiS will provide the client with ForensiS boxes for shipment.
  • Pickup- ForensiS will pick up boxes from your office(s).
  • Indexing- Each file is normally indexed by patient name, patient number & DOB and can be sub-indexed by sections within the file.  Custom indexing is available.
  • Document Preparation- After indexing, our team will remove all binding instruments from files prior to scanning.
  • Scanning- All documents will be scanned at 300DPI into text searchable PDF’s.
  • Full Quality Assurance- Every image scanned will be analyzed to make sure it is an exact duplication of the original.
  • Optical Character Recognition- All digital medical records will go through the OCR process, rendering all images text searchable.
  • Output- After OCR, All files will be delivered on DVD(s) and/or hard-drive
  • Secure Shredding- If so desired, Forensis will hold all physical files for a period of 3 months and then securely shred the files.
  • Two-Hour Guarantee on File Requests- During processing, if a client needs access to a document or file, Forensis will securely email the document to the client within 2 hours of the request.
  • Load File for EMR or EHR- Lastly, if you use an EMR or EHR, Forensis will work with them to create a load file that meets the specifications of your provider.

With Forensis as your trusted document scanning and management partner, you can rest assured that your practice’s documents are handled with utmost care and efficiency. Experience the advantage of Forensis’ digitization of health records. To learn more about Forensis, visit our “About Us” Page




According to a report by the Healthcare Information and Management Systems Society (HIMSS), healthcare organizations can achieve cost savings through the implementation of electronic health records (EHRs), including reduced expenses associated with paper storage, printing, and administrative tasks. Medical records scanning services play a crucial role in transitioning from paper-based medical records to electronic health records (EHRs), contributing to cost-effectiveness in healthcare delivery.


According to research published in the Journal of General Internal Medicine, electronic health records (EHRs) can help reduce medical errors by providing healthcare providers with access to comprehensive patient information, including medication lists, allergies, and medical history, leading to more accurate diagnoses and treatment decisions.


A study published in the Journal of AHIMA (American Health Information Management Association) found that healthcare providers spend an average of 22 minutes per patient visit searching for paper-based medical records. Digitizing medical records can significantly reduce this time by providing instant access to electronic health records (EHRs) during patient encounters.


A survey conducted by the Office of the National Coordinator for Health Information Technology (ONC) found that patients who have access to their electronic health records (EHRs) are more likely to engage in their healthcare and communicate effectively with their healthcare providers. Medical records scanning services can facilitate patient engagement by providing patients with easy access to their health information through secure online portals.


Digitizing medical records can help healthcare organizations mitigate the risk of data loss and ensure business continuity in the event of a natural disaster or emergency. Electronic backups of medical records can be stored securely off-site or in the cloud, providing uninterrupted access to critical patient information when needed.


HIPAA Compliant Badge
Forensis' digitization of health records is HIPAA certified
Hitech Compliant - Medical Records Scanning Company

Protecting Your Medical Records with Precision at Forensis.

In today’s healthcare landscape, the secure handling of patient data is paramount. The Health Insurance Portability and Accountability Act (HIPAA) was enacted to protect the confidentiality and security of patients’ health information. Document scanning services play a pivotal role in ensuring HIPAA compliance by digitizing and safeguarding sensitive medical records. Join us as we explore how document scanning services and HIPAA intersect to enhance patient data protection.

Section 1: Understanding HIPAA Compliance HIPAA is a federal law that sets rigorous standards for the protection of patient health information. It encompasses regulations designed to safeguard the confidentiality, integrity, and availability of this sensitive data. Compliance with HIPAA is mandatory for healthcare providers, health plans, and other entities handling patient information.

Section 2: The Role of Document Scanning Services Document scanning services are instrumental in helping healthcare organizations adhere to HIPAA regulations. Here’s how:

a. Data Encryption: Employ advanced encryption techniques to protect digital documents from unauthorized access. Encryption ensures that patient data remains confidential and secure during storage and transmission.

b. Secure Storage: Stored in secure, password-protected digital repositories. These repositories have strict access controls and audit trails, ensuring that only authorized personnel can view or edit patient records.

c. HIPAA-Compliant Workflow: Integrate HIPAA-compliant workflows that restrict access to patient records based on user roles and permissions. This ensures that healthcare providers can only access the patient data relevant to their role.

d. Audit Trails: Comprehensive audit trails are maintained for all interactions with patient records. These logs track who accessed the data when they accessed it, and what changes were made. Audit trails are invaluable for monitoring compliance and detecting unauthorized access.

Learn more about the  5 Benefits of Digitizing Medical Records


Meeting High Demand with Our Weekend Digital Medical Records Services

In response to overwhelming demand, Forensis has dedicated an entire weekend scanning unit exclusively for patient charts and medical records scanning. Our goal is to streamline the process by offering a comprehensive service that allows us to scan all patient charts within a single weekend, ensuring minimal disruption to your medical practice.

If you’re interested in benefiting from our complete weekend service, don’t hesitate to get in touch with us today. Secure your spot now and experience the efficiency and convenience of our weekend patient chart digitization service


Doctor viewing electronic charts for his patients


Forensis is proud to be a flexible medical records scanning company

At Forensis, we understand that every client is unique, and so are their needs. That’s why we offer the flexibility of choosing where your scanning services take place. Whether it’s at our state-of-the-art facility or right at your own location, we’re ready to accommodate your preferences.

Scanning at Our Facility:

Our well-equipped facility is designed to handle all your scanning needs efficiently and securely. When you choose to scan at our location, you benefit from:

  • Cutting-Edge Technology: We have invested in the latest scanning technology and infrastructure to ensure the highest quality results.
  • Security: Our facility is equipped with robust security measures to safeguard your sensitive documents and data.
  • Expertise: Our experienced team of professionals will oversee every aspect of the scanning process, ensuring accuracy and compliance with industry standards.
  • Cost-Effective Solutions: Scanning at our facility can often provide cost savings compared to on-site scanning.
Scanning at Your Facility:

We understand that some projects may require scanning to take place on-site. When you opt for scanning at your facility, you gain:

  • Convenience: We bring our expertise and equipment to your location, saving you time and effort.
  • Minimal Disruption: We work efficiently to minimize any disruption to your daily operations.
  • Immediate Access: Scanning at your facility allows you to access the scanned documents instantly.
  • Tailored Solutions: We adapt to your unique workspace and requirements, providing a seamless scanning experience.

Whether you choose to have your documents scanned at our facility or yours, rest assured that Forensis is committed to delivering top-notch scanning services, meeting your specific needs with precision, and ensuring the security and confidentiality of your documents throughout the process.

Contact us today to discuss your scanning requirements, and let us help you decide which option is the best fit for your organization.


A medical team happy and doing a group huddle.


At Forensis, our capabilities are tailored to cater to medical offices and hospitals of all sizes, be it small, medium, or large. We pride ourselves on our adaptability and our ability to collaborate seamlessly with your staff to achieve your specific goals and objectives while ensuring minimal disruption to your daily operations.

We’re excited about the opportunity to demonstrate the effortless and smooth experience you can expect from our Medical Records Scanning Service. Discover how we can enhance your practice today.


As a HIPAA-certified and compliant medical records scanning company, we specialize in the digitization of health records and we focus on seamlessly bridging the gap between the physical and digital realms of healthcare documentation. With our state-of-the-art document scanning services, we empower healthcare providers by converting their patient charts into load files compatible with a wide range of Electronic Health Record (EHR) and Electronic Medical Record (EMR) platforms. Our expertise lies in the meticulous conversion and organization of vital patient data, ensuring a smooth transition from paper-based records to the digital landscape. By harnessing our services, healthcare professionals can effortlessly integrate their historical patient charts into their chosen EHR/EMR system, enhancing efficiency, accessibility, and the overall quality of patient care. We specialize in the digitalization of health records and are here to serve you. Looking for an EHR or EMR, Visit Forbes Top 10 for 2024


When selecting a medical records scanning company for your healthcare organization, consider these key factors to ensure HIPAA compliance:

a. Experience: Choose a provider with a proven track record of working with healthcare clients and adhering to HIPAA regulations.

b. Security Measures: Assess the security protocols, encryption methods, and access controls implemented by the scanning service.

c. Compliance Expertise: Ensure that the provider understands HIPAA regulations and can customize their services to meet your compliance needs.

d. Data Privacy: Confirm that the provider has strict data privacy policies in place, protecting patient information throughout the process of digitization of health records.

Learn more, from the US Department of Health and Human Services, on the  HIPAA Privacy Rule  and the  HIPAA Security Rule

Forensis' Digital Medical Records Services are both HIPAA Certified and Compliant


In the ever-evolving landscape of healthcare, the digitization of medical records has become an indispensable facet of providing efficient and quality patient care. As medical offices transition from traditional paper-based record systems to electronic health records (EHRs), the role of a reliable medical records scanning company becomes paramount. This page aims to underscore the critical importance of choosing a trusted partner for medical records scanning and verification.

The Foundation of Patient Care
Accurate and up-to-date medical records form the bedrock of patient care. From diagnosis and treatment to follow-up care, healthcare providers rely on comprehensive and error-free patient information. A reputable medical records scanning company ensures that your transition to digital records is seamless, maintaining the integrity of patient data.

Compliance and Legal Considerations
In the healthcare industry, compliance with regulatory standards and legal requirements is non-negotiable. A reliable scanning partner understands the intricacies of healthcare regulations such as the Health Insurance Portability and Accountability Act (HIPAA). Choosing a company with a proven track record in compliance ensures that your practice remains within legal bounds, safeguarding patient confidentiality and avoiding potential legal repercussions.

Data Accuracy and Quality Assurance
Inaccuracies in medical records can have far-reaching consequences, affecting patient safety and the overall quality of care. A trustworthy scanning company employs stringent quality assurance measures to guarantee the accuracy of scanned documents. From proper indexing to thorough validation processes, a reliable partner ensures that every piece of information is captured with precision.

Seamless Integration with EHR Systems
Efficient integration of digital records with Electronic Health Record (EHR) systems is crucial for the smooth functioning of medical practices. A reputable scanning company understands the technical nuances of EHR systems and ensures that the transition is seamless. This integration not only enhances workflow efficiency but also minimizes the risk of errors associated with manual data entry.

Protecting Against Data Loss and Security Breaches
The security of patient data is a paramount concern in the digital age. A trusted scanning partner employs robust security protocols to protect against data loss and unauthorized access. This includes encryption, secure storage solutions, and regular security audits. By prioritizing data security, medical offices can instill confidence in patients and uphold the highest standards of privacy.

Cost-Effectiveness and Time Efficiency
Choosing a reliable medical records scanning company is an investment in both time and resources. By ensuring the accuracy and efficiency of the scanning process, medical offices can save on the costs associated with manual record management. Moreover, the time saved in accessing and retrieving digital records contributes to enhanced productivity in day-to-day operations.

For more information, take a look at the ONC 2022 Report to Congress


In the medical industry, a wide range of files and documents can benefit from document scanning services to improve efficiency, accessibility, and security. These include:


Patient Records / Patient Charts

Scanning patient medical records, including charts, history, and treatment notes, can make them easily accessible and reduce the need for physical storage space.

Insurance Information

Insurance claims, policies, and other related documents can be scanned for quick retrieval and processing.

Billing and Invoicing

Billing statements, invoices, and financial records can be digitized for efficient financial management.


Scanning prescription records can help with medication management and patient safety.

Medical Images

Radiology images, such as X-rays, MRIs, and CT scans, can be scanned for easy viewing and sharing.

Consent Forms

Patient consent forms and documentation can be stored digitally for compliance and ease of access.

Human Resource Records

Employee records, including certifications and licenses, can be managed digitally.

Administrative Documents

Administrative files, correspondence, and other paperwork can be scanned for streamlined operations.

Research Documents

Research papers, studies, and reference materials can be digitized for easy retrieval and sharing.

Legal Documents

Contracts, agreements, and legal documents related to the healthcare facility can be scanned for legal compliance and convenience.

Patient Surveys and Feedback

Scanning patient surveys and feedback forms can assist in quality improvement and patient care.

Policies and Procedures

Standard operating procedures and policy documents can be digitized for staff reference.

Educational Materials

Training manuals, educational resources, and course materials can be scanned for staff training and development.

HIPAA Compliance Documents

Documents related to the Health Insurance Portability and Accountability Act (HIPAA) can be securely managed digitally.

Pharmaceutical Information

Medical records scanning services is often used for documentation related to medication information, safety, and guidelines.

HIPAA compliance and document scanning services go hand in hand to protect patient data, enhance operational efficiency, and ensure the highest standards of security and confidentiality in the healthcare industry. By partnering with a reputable document scanning service provider, healthcare organizations can navigate the complex HIPAA landscape with confidence, knowing that their patient records are safe and compliant. Contact the #1 Medical Records Scanning Company today and let us take care of the digitization of health records for your medical institution.

Ready to learn more about our medical records scanning service? Contact us today!


    Medical Records Scanning Service
    Service Type
    Medical Records Scanning Service
    Provider Name
    4300 SW 73rd Ave., Suite 103,Miami,Florida-33155,
    Telephone No.305-757-9393
    Miami, FL
    Forensis is the leader in medical records scanning services. We are both HIPAA certified and compliant and offer both onsite and offsite services.