What you get...

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, the medical charts must be 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, 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 number of scans that it took to get there.

Pricing

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.

Scanning is labor-intensive, 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 number 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 turnaround time do you need?

Contact us Today to discuss your Medical Records Scanning