HIPAA Compliant Scanning

Quality Scanning Process for Medical Charts

EMR EHR Prepared

HIPAA Compliant Scanning

Reliable and Quality Conversion of your Medical Records, following HIPAA Privacy Processes.


Experience in Medical Records Conversion

VDOCS has decades experience converting your complete medical records.



VDOCS Quality Medical Records Scanning Process 

Packing and Scanning Your Medical Records: A Seamless Process with VDOCS

At VDOCS, we understand that the process of packing and scanning medical records can be time-consuming and overwhelming. That's why we offer a seamless and efficient solution to help manage the process from start to finish.

Packing Your Medical Records:

Our staff will work with your practice to manage the packing, boxing, and transportation of your records to the VDOCS scanning facility. We ensure that all boxes are correctly labeled and entered into our document inventory system for easy tracking.

Receiving and Inventory of Your Medical Records:

Upon arrival at our facility, the received boxes are validated against the boxes in the VDOCS inventory system to ensure that all records have been accounted for and are ready for scanning.

Document Preparation and Scanning:

At VDOCS, we have integrated the document preparation and scanning processes into one seamless step. This ensures the highest possible document integrity, as our scan operators are familiar with the original documents and can generate the best possible electronic reproduction of them.

Scanning Technology:

We use the latest scanning systems, software, and computers to provide the most productive document conversion. Our top-of-the-line production scanners can handle a wide variety of media, and we scan in a mixed color/black-and-white mode, always scanning each document as two-sided to ensure that no information is missing.

Quality Control:

Each document and its images are quality-controlled to ensure that all blank pages are removed, and each image is validated for readability. The image orientation is corrected to ensure that you can view and read the images in the correct orientation. Any images that do not meet our quality standards will be rescanned.


Before we begin any scanning project, we work with you to determine the required indexing information. This includes the Last Name, First Name, DOB, Patient ID Number, and any other necessary information needed to identify and search for the documents. We can also use the demographic data information that you already have in your practice management system to speed up the indexing process.

At VDOCS, we pride ourselves on providing high-quality medical records scanning services at an affordable cost. Contact us today to learn more about how we can help your medical practice streamline its record-keeping process.

Conversion to Full Text Searchable PDF Files - OCR 

We use top-of-the-line conversion software, including autoINDEX > autoFILER, to convert the scanned documents into full-text searchable OCR PDF files. This means that the text within the PDF becomes searchable, allowing you to easily search for specific keywords or content within your records.

Our advanced technology ensures that your documents are accurately converted, with every effort made to maintain the integrity and quality of the original documents. We understand that accuracy and attention to detail are crucial when it comes to document scanning, and we take great pride in delivering exceptional results every time.

Sections or Bookmarks in Chart

When it comes to medical records, organization is key. At VDOCS, we understand that medical records are often organized into different sections, such as progress notes, insurance, referrals, and more. For larger charts, we provide the patient record as one full-text searchable PDF file, which includes bookmarks for each section. This makes it easy to navigate through the chart and find the information you need quickly.

With our advanced technology, you can search the entire medical record using thumbnails, bookmarks, and keywords. This allows you to quickly and easily find the information you need without having to spend hours sifting through paper documents. Our goal is to make medical record management as easy and efficient as possible, so you can focus on providing the best care for your patients.

File Prioritizing

To take advantage of this service, simply provide us with a list of the patients who have appointments, and we will prioritize the scanning of their charts. However, it is important that the medical charts are properly labeled and organized in boxes so that we can quickly and easily locate the specific records.

By prioritizing the scanning of these charts, we help your practice provide better and more efficient care to your patients, while also ensuring that their medical records are accurately and securely stored in digital format.

EMR / EHR Integration

Unfortunately, many EMR companies do not pay attention to how much time a medical practice spends importing documents into the EMR / EHR. VDOCS worked with several EMR companies to automatically import scanned records into the Electronic Medical Records System. Scanned records and ongoing records are automatically transferred as the correct document type to the correct patient record. This process is automated and saves medical offices about 50% to 90% of electronic filing time. However many EMR vendors do not see a need to provide productive document routing methods and require the practice to spend a huge amount of time transferring chart by chart into the EMR. In summary, if your EMR company allows the automatic import of charts we would be able to help you set up this time-saving process.

Certified Document Destruction

After an agreed period of time, VDOCS would have the documents certified destroyed. VDOCS does not do shredding or document destruction services. Our partner PROSHRED Security is providing this service with their On-Site secure shredding services. After you provide us the OK to have the documents destroyed, PROSHRED Security will then On-Site destroy, and shred the documents. After this is completed you receive a Certificate of Destruction

Final Image Count - Audit Report

VDOCS audit reports provide complete transparency about the final image volume. After VDOCS scans your medical records, all pages in each document will be counted with our document audit software. The PDF files will be checked and we will generate a report with the File Name, the number of pages, and the document size. We base our billing on the final images that are in the documents, not the amount of scans that took it to get there.


At VDOCS, we offer transparent and competitive pricing for our scanning services. We provide a cost-per-scan pricing model that includes all the necessary services to convert your medical records into electronic charts. You can trust that there are no hidden costs or surprises, and the final price is based on the number of images multiplied by the cost per scan, as determined by the document audit report.

Our pricing is based on several factors, such as the number of boxes of charts you need to be scanned, the average number of pages per chart, how the charts are organized, the number of sections and document types per chart, the estimated amount of two-sided pages, and the presence of staples in the charts. We'll work with you to determine the best pricing plan based on your specific needs.

Historically, the pricing for medical record scanning services has been between $0.05 to $0.09 per image. In some instances, the price can go up to $0.12 per image. However, we strive to offer competitive pricing that is affordable and fair for our clients.

We understand that every project is unique, and we'll work closely with you to provide an accurate estimate of the cost of your scanning project. Additionally, we offer different turnaround times to accommodate your needs. Contact us today to get a customized quote for your medical record scanning project.

How the Pricing is determined

Scanning is labor intense and as more labor is required to complete the job, as more expensive the job could become.

A few questions that can help determine the price for the scanning services:

- How many boxes of charts do you need to be scanned? Or you can measure the linear footage of the records on your shelves.
- The average amount of pages per chart. (Note: We know it varies a lot, but the first guess is normally the best guess).
- How are the charts organized? Metal fastener, etc.?
- How many sections, and document types do you have per chart?
- The guesstimated amount of two-sided pages in percent?
- Are there many staples in the charts?
- What turn-around time do you need?

Contact us Today to discuss your Medical Records Scanning 

....serving Florida since 2004