Medical Record Scanning Policy

Health records are protected by a host of privacy laws and regulations, making medical record scanning a highly sensitive project. The extensive regulation–and penalty for not following the letter of the law–is a good reason why medical document scanning is a job best left for HIPAA-compliant professionals, rather than an in-house team without document scanning expertise.

Failure to follow the policies set forth by the government can lead to substantial penalties that have reached into the millions for some healthcare providers that have made scanning errors that threatened patient privacy and security.

Who Do HIPAA  Regulations Affect?

The HIPAA concerns all information that relates to the past, present and future physical or mental health of a patient as well as the past, present and future payments for the provision of their healthcare. This can include everything from patient histories and patient insurance information to patient notes and forms. The law requires that all healthcare providers have documented policies that prove that measures are being taken in order to protect the private information of their patients.

The Importance of Hiring a HIPAA Compliant Scanner

Most file rooms are inherently not secure under HIPAA. A complete audit trail of who and when charts are accessed is possible with digital charts.  The enforcement arm for HIPAA has recently leveled multi‐million dollar fines against medical practices because they could not produce patient charts in a timely manner. Scanning will also make it easy and fast to comply with HIPAA requirements to produce a complete medical record within 30 days of a patient request. (See article, HIPAA Bares Its Teeth: $4.3m Fine for Privacy Violation)

What Makes a Scanning Service HIPAA Compliant?

When scanning medical records with personal health information that is protected by federal or state law:

  • Paper records that are scanned must be stored in a secure manner before and after scanning
  • File names must be consistent so that the scanned documents end up in the right place and are easily retrievable when needed
  • Paper records must be disposed of in a HIPAA-compliant manner.
  • Sensitive information that is scanned must be protected using appropriate tools to maintain patient privacy and security.

HIPAA Compliant Scanning in VA, MD, DC, & GA

Modern Image USA has worked with many medical practices to help them clear space, improve patient outcomes, and comply with HIPAA. We understand the unique challenges that medical practices face when it comes to dealing with medical documents and files. We can help you transform your practice by providing the highest quality medical document scanning services.

Modern Image USA understands that privacy and confidentiality is important when it comes to your patients files, and our expert imaging consultants have many years experience dealing with both large and small confidential projects.


Modern Image named to the UGA 2016 Bulldog 100

bulldog 100 logo

We are proud to announce that the University of Georgia Alumni Association has named Modern Image to the UGA 2016 Bulldog 100. The Bulldog 100 celebrates the 100 fastest-growing Bulldog businesses owned or operated by UGA alumni.  Nominated businesses were ranked by a three-year compounded annual growth rate of revenues and were required to operate in a manner consistent with the Pillars of the Arch and in keeping with the values and image of the University of Georgia.

Andy Reiman (AB 97), president of Modern Image, says, “I started Modern Image to address the urgent need of business, government, lawyers, and medical providers to digitize their documents.  As cost and technology barriers fall, the market for digitizing documents continues to grow at a rapid rate.  We are very proud to be included in the Bulldog 100 class of 2016”

List of all 2016 Bulldog 100 honorees.

Planning a DIY Scanning Project?

paperRecently I was asked to finish a client’s DIY (Do It Yourself) scanning project, midstream, so I thought I’d tell the story in hopes that if you DIY, you can avoid these pitfalls.

My client is a Doctor who had retired and was in the process of closing up his practice. As he was shutting down, he very charitably allowed his staff to change gears from seeing patients to scanning charts. His staff appreciated the “parachute” job while they were seeking new jobs.  The doctor wanted to clean up the old paper charts and get them locked down, in an electronic storage system. There were 3 people, working on 3 different computers and they scanned about 10 boxes of charts in 3 months. Soon enough, everyone found new jobs and embarked on their ‘next chapter’, leaving the task partially finished. In an attempt to help out, his retired practice manager took all of the paper charts to her house, so she and her daughter could finish. They had 53 boxes left to do. Once they were finished with 2 or 3 boxes, they’d had enough fun. So they called Modern Image in to help solve the problem.

Here’s where things got tricky. Since there were 3 people working on the project, there were 3 different ways the files were named. That makes the file names inconsistent and inefficient to use. The image quality was very bad on one scanner, and inconsistent on all 3. Images have not been de-skewed or properly rotated, meaning they are upside down and sideways. One set of charts is so blurry, they may not be of much use anyway. (But those paper charts have been shredded). One machine did not apply Optical Character Recognition (OCR), rendering them un-searchable. Files were named both “First Name” Last Name” and “Last Name”, “First Name”, making it virtually impossible to properly sort the scanned charts on the computer. The files were spread out across 3 computers, 2 flash drives and 2 external hard drives – in an attempt to “get them into one place” Not to mention the lax and non HIPAA-compliant way the physical charts had been handled, transported, scanned, and stored.

So we picked up the remaining 53 boxes, the 3 computers, 2 flash drives and 2 external hard drives. We scanned the charts and assimilated all files onto both external hard drives (one in his office, in a safe and one in a bank safe deposit box) We cleaned up the inconsistent naming so that they sort accurately and are organized properly. In under one month. We scanned and shredded all hard drives and paper files.

He is now HIPAA complaint, the charts are organized and searchable and he no longer has paper charts to secure or scan. We completed the project for one-tenth what it would have cost to DIY, with much better accuracy and delivery. We understood the problems, proposed a solution, executed the project and cleaned up a mess.

Problem solved.

Things to consider if you plan a DIY scanning project:

  1. Set aside uninterrupted time for your staff to devote exclusively to scanning
  2. Have them agree on naming conventions, file organization and storage/assimilation plans
  3. Check and test all scanning settings to ensure OCR, de-skewed and image-corrected images. Most scanners have advanced options, if you know where to look.
  4. Have someone check the quality of all work to ensure consistency and usability of images
  5. Set expectations – timeline, budget, resources – to measure progress
  6. Consider the opportunity cost of having key personnel or unauthorized eyes performing a sensitive task that can be outsourced
  7. Get an estimate on your project so you understand your options.

We are here to help, whichever path you choose. We can advise or execute and help solve your paper problems.

David – David McDonough, President, Modern Image Atlanta

Digital Medical Record Mandate

The digital medical record mandate was set by the federal government, as a key provision of the  American Recovery and Reinvestment Act of 2009.  In essence, the mandate states that all public, and private, healthcare providers, and other eligible professionals, must adopt and demonstrate meaningful use of electronic health records.  Failure to comply with the digital record mandate could directly impact the healthcare professional’s reimbursement from Medicare and Medicaid.

The mandate is a positive move, for both patients and providers.  Medical records contain highly sensitive healthcare information, and should be treated with the utmost security.  When your records are comprised of paper files, it can be difficult to organize and protect information.  Storage is always a concern, but when your files are stored electronically, the safety and security of your patient data is strong.

The digital medical record mandate also benefit your office staff.  What once took time to organize and store is now efficiently controlled with the click of a mouse.  Insurance information, including the information required for reimbursement by Medicaid and Medicare, is easily accessed.  And, electronic storage of patient records makes it easy to attach lab results and prescription history.

Improved Document Management & Efficiency

With all the positive aspects of the digital medical record mandate, what could possibly be the down side?  Many healthcare clinics and medical offices are overwhelmed by the day-to-day multitasking involved in patient care.  Finding the time or energy to scan and organize multiple patient records can be a real challenge.  It takes dedication and extreme organization, given the nature of the hard copy data.

That’s why medical professionals and health care providers who wish to comply with the digital medical record mandate turn to Modern Image USA.  Modern Image provides medical document scanning, organization of office information, and conversion of your paper files an patient charts to electronic files.  Our record management experts will meet with you to discuss your options regarding the digital medical record mandate.  We’ll come up with a plan that works best for you and present you with a no-cost estimate within 24 hours.

You can trust Modern Image USA with your most sensitive information.  We securely transport your records to our scanning center, create an electronic copy of all of your files and information, transfer the data to your electronic document management system, and, with your permission, shred the paper documents and provide you with a certificate of destruction.

Modern Image scanning center serves the DC, Maryland and Virginia area.  We’re located in Fairfax, where we proudly participate in many community and civic organizations, such as the Fairfax Chamber of Commerce and NAPO-WDS, the National Association of Professional Organizers-Washington DC.  Our medical document scanning service is full compliant with HIPAA directives, and we submit to independent audits to ensure our compliance.

Schedule Medical Document Scanning Services

The digital medical record mandate is beneficial to your medical practice.  At Modern Image USA, we make it easy to get on board.  Contact Modern Image USA today and store all of your information electronically.


Modern Image Partners with eTERA Consulting

At Modern Image USA, we are constantly striving to improve our skills and expertise to provide the highest quality service to our clients. We do this through ongoing training and certification courses, as well as partnering with experts in a wide range of industries.

Last week, Modern Image partnered with eTERA Consulting to enhance legal expertise and relationships with key industry contacts. Read more about our partnership in the press release below:

WASHINGTON, DC – March 31, 2015eTERA Consulting, an internationally recognized and award-winning leader in data and technology management, today announced that Modern Image USA (Modern Image) has joined the company’s highly successful All1ance One™ global partner network. The All1ance One Partner Program provides many ways for business partners to expand their business, win more clients and increase revenue by offering their clients a full range of eDiscovery services throughout the Electronic Discovery Reference Model (EDRM).

“The partnership we have created with eTERA Consulting allows us to leverage our contacts in the legal space who are in need of eDiscovery services,” says Andy Reiman, President of Modern Image. “This partnership will provide us with the opportunity to generate additional revenue while connecting our clients to a company that is backed by an excellent reputation in the legal industry for their approach to litigation cost containment, project management and client delivery.”

“We are thrilled to have added Modern Image to the growing All1ance One Partner Program,” said Mary McGinness, eTERA Consulting’s All1ance One Manager. “Modern Image is a leading legal document scanning provider in the Washington, DC metropolitan area, making them an ideal All1ance One Partner for eTERA. They share a similar passion and client service focus as we do, and I know we will be very successful together.”

eTERA Consulting’s All1ance One global partner network offers three partnership categories including Connectors, Associates and Integrators. The All1ance One global network helps eTERA’s partners to maximize their revenue potential across the entire EDRM. For more information about becoming an eTERA Consulting All1ance One Partner, interested companies or individuals may contact Mary McGinness at mmcginness(at)eteraconsulting(dot)com.

About eTERA Consulting

eTERA Consulting, Built by the clients, for the clients™ is an award-winning leader in data and technology management providing innovative solutions to help clients overcome the high costs of managing large volumes of data, electronic discovery and content searching. As an international consultancy, eTERA offers five key services across the Electronic Discovery Reference Model including Early Information Assessment®, Forens1cs One℠, 1ntelligent One™, Rev1ew One™ and Opt1mum One.® These services help clients to proactively identify and analyze data early in the process allowing for significant data reduction, enhanced decision-making abilities, significant savings on eDiscovery costs and defensibility. eTERA Consulting provides clients with the necessary swat-team of experts needed to effectively manage litigation, government investigations and regulatory matters. eTERA Consulting utilizes software tools verified by the Gartner Group and is SSAE-16 certified to ensure the protection of client data. Headquartered in Washington, DC, and with offices in Chicago, Brussels, London and Paris, eTERA Consulting has served the legal industry since 2004. eTERA Consulting was selected by the Legal Times in 2014 as the Best End-to-End Litigation Consulting Firm and in 2013 as the Best Data and Technology Management eDiscovery Provider. eTERA Consulting has also been recognized by the National Law Journal for four consecutive years as the nation’s top End-to-End eDiscovery Company.


Learn More

To learn more about what this partnership means for Modern Image and how your company can benefit, contact Modern Image today.

Call 703-286-7735 or fill out a contact form to get started.

When you are moving your office, you don’t have to take the paper with you. Determine your scanning ROI.

filecabinetMany of our clients at Modern Image are scanning their documents so they don’t have to rent space to store paper onsite.  Storage can be expensive, especially when you are renting space in our service areas of Washington DC, Northern Virginia, suburban Maryland, or Atlanta.  The higher your rent, the larger your return on investment in scanning.

While it’s hard for people to visualize how they can do their job without their precious paper file in the filing cabinet down the hall, once we take a close look at how paper is used, we can often find a way to operate with a digital copy of the paper instead.  These are simple tips for evaluating ROI.

1)      Complete an inventory of documents across all departments.  Meet with department heads to learn how paper documents are used.  Since your clerks are the ones who work with the documents all day, it’s a great idea to meet with them to see if they have ideas about creating a more efficient process.

2)      Identify documents that can be immediately purged via shredding.  These documents are typically files that have outlived their usefulness, and have exceeded the legal time limit that government regulations require you to keep them.  For example, certain financial records only need to be kept for 7 years.  These files should be shredded instead of scanned.

3)      Identify important documents that occupy a large amount of storage that could be scanned.  Typically, these include personnel files for active employees and retirees, and accounting records (AP, AR, vendor files, checks, ledgers, and expense reports).

4)      Identify other categories of documents that can be scanned.  These include legal records, contracts, project documents, marketing files, trade show materials, journals, board meeting minutes, and executive records.

5)      Determine the total amount of storage, in square feet, of the paper files identified above.  Measure the file cabinets and the space required around the cabinets to open the drawers.  Measure your current file room.  Once you have the number of square feet, multiply that by the rent in your new office.  Generally, it will take 1-3 years to receive your complete return on investment for scanning, simply from rent savings.  Sometimes the ROI can be achieved in less than 1 year.

The soft cost savings can also be significant.  I’ll write in a future blog on how to calculate soft dollar savings; however the list below gives you an idea of where those savings are found.

1)      Eliminate the walk to the file cabinet to file documents, pull documents, and re-file documents.

2)      Eliminate lost or misfiled documents. In a medical practice, a lost medical record can trigger a large fine.  A misfiled financial record can trigger a multi-day effort by an entire department to find the important file.

3)      Reduce or reassign employees who spend their day filing documents.

Further, once your documents have been scanned, they can be stored in a document management system which can add further efficiency to your business processes.

If you need help with this analysis, complete the contact form on the right and we will help you understand what your return on investment can be.

Free Document Management System. launches for 501(c)(3) non-profits websiteOur document and photo scanning clients are always interested in learning about document management systems.  One of the most interesting players in cloud-based document management vendor is  They are best known for implementing powerful security for the platform, while maintaining a very low cost per user.  We like because it is a terrific place to store your scanned documents and scanned photos.

Today, Box’s CEO Aaron Levie announced the launch of, a new initiative that will offer free and discounted licenses to nonprofit organizations.  The service will be free to organizations with 10 or fewer users, while those with more than 10 employees will get a 50% discount.  The nonprofit must be officially designated a 501(c)(3), or foreign equivalent.

From website, the mission: “At Box, we believe that those committed to doing good should have the best tools available to them.’s mission is to help nonprofit organizations be more productive and collaborative in achieving their mission. By providing access to the best-in-class cloud technology, we strive to provide the simplest, but most powerful solution to store content, share files and collaborate on their most important ideas.”

Modern Images’ nonprofit document scanning and photo scanning clients should all take a look at