Secure. Compliant. Hassle-Free.

Assisted living and long-term care facilities generate thousands of pages of paperwork every month — from daily shift reports to sensitive medical records. Our HIPAA-compliant document scanning service helps your facility eliminate paper clutter, reduce storage costs, and ensure fast, secure access to critical resident data.

Benefits for Your Facility

• Fast audit prep and state inspections
• Lower paper and storage costs
• Secure, HIPAA-compliant access from any device
• More time for staff to focus on care

Why Choose Us?

• HIPAA-Compliant Workflow: Encrypted scanning, secure transport, and strict confidentiality standards.
• OCR & Indexing: Automatically recognizes, names, and files records for easy search and access.
• Built for Repetitive Tasks: Ideal for scanning MARs, care plans, and shift logs on a recurring basis.
• Flexible Storage Options: Upload to your cloud platform (SharePoint, OneDrive, Dropbox, Google Drive) or use our secure, hosted system.
• On-Site or Off-Site Scanning: Choose pickup/drop-off or secure on-site services.

Documents We Digitize Daily

Resident Records

• Medication Administration Records (MARs)
• Treatment Logs & Wound Care Charts
• Vital Sign Logs
• Care Plans & Nursing Notes
• Incident Reports

Administrative Files

• Admission & Discharge Packets
• Resident Agreements & Consent Forms
• HIPAA, Insurance & DNR Documentation

Compliance & HR

• Shift Reports & Staff Notes
• Employee Files & Licensure Verification
• State Survey & Audit Documents
• Training Records & Emergency Drill Logs

Get a Custom Scanning Plan

Whether you need a one-time file conversion or ongoing weekly pickups, we’ll design a document scanning plan tailored to your workflow, size, and compliance needs.

VDOCS Quality Medical Records Scanning for Assisted Living & Nursing Homes

Streamline your documentation. Stay compliant. Save space.

At VDOCS, we understand the unique documentation challenges faced by assisted living and long-term care facilities. Our HIPAA-compliant scanning process is designed specifically to handle the repetitive, sensitive, and high-volume nature of medical records generated by ALFs and nursing homes.

1. Packing Your Medical Records

We provide guidance and materials to help your team securely prepare and pack records for pickup. Need help onsite? Our staff can assist with sorting and boxing documents directly from your file rooms or storage closets.

2. Receiving & Inventory

Upon arrival at our secure facility, your records are barcoded and inventoried. Every box, file, and document is logged to ensure full tracking, chain-of-custody, and accountability from intake to return or destruction.

3. Document Preparation & Scanning

Our trained technicians remove staples, repair tears, and organize pages for optimal scan quality. We handle everything from daily shift logs to thick MAR binders with precision.

4. High-Speed Scanning Technology

Using professional-grade scanners, we digitize your documents at 300–600 DPI for crisp, archival-quality results. Our system handles diverse document types, including:

• Medication Administration Records (MARs)
• Physician Orders & Care Plans
• Incident Reports
• Admission & Discharge Packets

5. Multi-Level Quality Control

Every batch goes through a rigorous quality check:

• Page alignment and clarity
• Page count validation
• Confirmation of complete scans and indexing accuracy

6. Smart Indexing

We can organize your records using the metadata that matters most to you:

• By Resident Name or ID
• By Document Type (e.g., MAR, care plan, admission)
• By Date of Service or Event

7. Full-Text Searchable PDFs with OCR

All documents are converted into fully searchable PDF files using advanced Optical Character Recognition (OCR). Find any keyword, resident name, or diagnosis instantly — no more flipping through binders.

8. Document Bookmarks & Categories

We create structured PDF files with internal bookmarks for fast navigation across multi-page records. Jump directly to “Medication Chart – April” or “Fall Incident – March 8” in seconds.

9. File Prioritization Options

Need access to certain files right away? No problem. We offer expedited scanning for urgent records — get the chart you need while we continue scanning the rest of your archive.

10. Certified Document Destruction

After your approval, we securely destroy your. You receive a certificate of destruction for compliance documentation.

11. Final Audit & Reporting

We perform a final audit to ensure every scanned file is accounted for and every box is reconciled. A summary report is delivered with project details and indexing structure.

 Transparent Pricing

We charge based on the actual number of pages scanned — no hidden fees. You get predictable, fair pricing whether you’re scanning a month’s worth of records or a full archive.

 Perfect for These Use Cases:

• Ongoing daily/weekly scanning of MARs and vital signs logs
• Backfile conversion of resident charts for state compliance
• Digitizing staff training files and emergency drill records
• Preparing for state audits or ownership transitions

How to Get Started with VDOCS

Medical Records Scanning for Assisted Living & Nursing Homes

At VDOCS, we understand that transitioning from paper records to digital files can feel overwhelming, especially in the fast-paced environment of assisted living and long-term care. That’s why we make the process simple, secure, and fully supported from beginning to end.

Step 1: Packing Your Medical Records

We coordinate directly with your staff to manage the secure packing and boxing of your records. Whether it’s resident files, medication logs, or daily shift notes, we ensure everything is properly labeled and prepared. Each box is tagged and entered into our inventory system so it can be tracked every step of the way.

Step 2: Receiving & Inventory Confirmation

Once your boxes arrive at our secure VDOCS facility, they’re immediately checked against our inventory log. This ensures that every file has been accounted for before scanning begins — no surprises or missing records.

Step 3: Document Preparation & Scanning

Our trained technicians integrate document prep and scanning into a single, efficient process. This helps maintain the integrity of your records, since the same specialists who handle your physical documents also ensure their digital accuracy.

We handle a wide variety of medical and administrative documents including:

• Medication Administration Records (MARs)
• Care plans and treatment charts
• Resident agreements and admission packets
• Staff logs and compliance reports

Step 4: Advanced Scanning Technology

We use high-speed production scanners capable of processing documents in both color and black & white, double-sided by default. This guarantees that nothing is missed — even notes scribbled on the back of a page.

Step 5: Quality Control

Every scanned image is reviewed for clarity, completeness, and orientation. Blank pages are removed, and any image that doesn’t meet our quality standards is rescanned. Our goal is simple: every page, perfectly digitized.

Step 6: Smart Indexing

We’ll work with your team to define how you want to access your records — whether that’s by resident name, ID number, date of birth, document type, or admission date.

Already have demographic data in a system like PointClickCare, MatrixCare, or another platform? We can import that to speed up indexing and accuracy.

Why It Works for ALFs & Nursing Homes

• Eliminates paper clutter and storage rooms
• Speeds up audits, inspections, and reporting
• Reduces risk of lost or incomplete charts
• Makes records instantly accessible for multiple departments

What you get...