Medical Records Scanning Near You
Over 100 Five-star Reviews • 20+ Years of Experience • Serving the San Francisco Bay Area, California
eRecordsUSA provides HIPAA-compliant medical records scanning and digitization services to hospitals, clinics, and healthcare groups across the San Francisco Bay Area, including Oakland, San Jose, San Francisco, and surrounding counties.
With over 20 years of experience, we serve healthcare organizations throughout the East Bay, North Bay, South Bay, the Peninsula, and the City of San Francisco—delivering in-house, high-volume scanning from our Fremont, CA facility.
We digitize a wide range of healthcare documents—patient charts, lab reports, clinical notes, and administrative records—with full OCR processing, structured metadata indexing, and EMR/EHR system compatibility. All scanning is completed in a secure, non-outsourced environment, ensuring chain-of-custody protection and regulatory compliance with HIPAA, FERPA, and related data privacy standards.
Call us to request a secure, customized quote for your large-volume medical records scanning project.
Key Benefits of Medical Records Scanning and Digitization
Digitizing medical records improves more than just storage—it enhances clinical efficiency, strengthens HIPAA compliance, and supports long-term patient care continuity. At eRecordsUSA, we help Bay Area healthcare providers modernize their record systems through secure, in-house digitization aligned with federal privacy and interoperability standards.
eRecordsUSA – Trusted Choice for Medical Records Scanning
Faster Access to Patient Records
Retrieve patient charts, lab reports, and clinical notes instantly—streamlining care coordination across departments and locations with EMR/EHR-ready files.
Audit-Ready HIPAA Compliance
Digitized files are securely indexed with metadata and OCR, supporting rapid response to payer audits, insurance verifications, and regulatory inquiries.
More Clinical Space, Lower Storage Costs
Digitization eliminates physical files, enabling you to reclaim square footage and reduce off-site record storage expenses.
Improved Data Protection & Disaster Recovery
Digital archives safeguard health records from fire, water damage, unauthorized access, and loss, with encrypted backups ensuring data continuity.
Secure, In-House Medical Document Conversion—Fully HIPAA-Compliant
What Is eRecordsUSA’s End-to-End Medical Records Scanning Workflow?
Our medical records scanning process is managed entirely in-house at our Fremont, CA facility—ensuring no outsourcing, full HIPAA compliance, and secure chain-of-custody handling for every record. Designed for Bay Area healthcare providers, our workflow guarantees accuracy, confidentiality, and searchable digital output that integrates into your existing systems.
Step 1: Secure Pickup & Chain of Custody
Step 2: Document Preparation by Trained Staff
Step 3: High-Resolution Scanning with OCR
Step 4: Patient-Level Indexing & Accuracy Audits
Step 5: Secure Digital File Delivery
Step 6: Optional Documents Shredding
From Fortune 500 Companies to libraries to the public sector
Trusted by Healthcare Providers for Secure Medical Records Digitization
From technology leaders to government agencies, eRecordsUSA is the scanning partner for organizations requiring high-resolution, secure, and scalable digitization of oversized materials.
Audience Segments We Serve
- Enterprise & Technology — Facility Plans, Engineering Diagrams & Archive Blueprints - Apple Inc., AT&T, BioMed Realty, Vantage Data Centers, Matson Navigation, Tesco Metering
- Engineering, Construction & Utilities — Schematics, Site Layouts & Technical Drawings - Tyco (TE) Connectivity, Southland Industries, Sandis Engineers, SALAS O'BRIEN, Bagg Engineers
- Government & Public Sector — Infrastructure Records, Permits & Oversized Documentation - City of Santa Clara, County of San Mateo, State of California – Department of Industrial Relations
- Libraries, Cemeteries & Historical Archives — Oversized Posters, Plot Records & Archival Files - Redwood City Library, California State Library, Alameda Public Library, Castro Valley Public Library, The Company of Military Historians, Southern Pacific Railroad History Center, Cypress Lawn Cemeteries, St. Mary Cemetery
- Education & Youth Services — Campus Layouts & Facilities Documentation - Kidango Schools, Stanford University, San Jose State University, Saint Andrew’s Episcopal School, Bellarmine College Prep, Palo Alto High School, Polytechnic School, St. Mary’s College of California
HIPAA-Compliant Scanning for Clinical, Diagnostic, and Administrative Healthcare Files
What Types of Medical Records Can eRecordsUSA Digitize?
eRecordsUSA provides end-to-end medical records scanning for healthcare organizations managing high volumes of paper records. Whether you’re digitizing archived patient charts or transitioning to EMR/EHR platforms, we ensure every file is captured, indexed, and delivered with HIPAA-secure handling and OCR-enabled searchability.
Trusted Healthcare Digitization Backed by 20+ Years of Proven, In-House Expertise
Why Do Bay Area Healthcare Providers Choose eRecordsUSA for Medical Records Scanning?
Choosing a medical records scanning partner requires more than HIPAA compliance—it demands clinical awareness, workflow integration, and regulatory accountability. At eRecordsUSA, we deliver secure, scalable, and EMR-ready digitization solutions tailored to healthcare organizations throughout the San Francisco Bay Area.
1. Healthcare-Only Digitization Expertise
With over two decades of experience, we understand the precision required to digitize sensitive patient files, manage EHR transitions, and preserve record continuity during practice acquisitions or system migrations.
- 20+ years serving clinics, hospitals, and multi-provider medical groups across California
- Experience supporting digitization during mergers, acquisitions, and EMR software upgrades
- Proven ability to minimize downtime and protect data integrity during migration
- Familiarity with time-sensitive handling for oncology, cardiology, and urgent care files
2. Clinical Indexing That Matches Real-World Workflows
Our medical record indexing logic is purpose-built for care team collaboration, enabling fast retrieval by provider, specialty, or encounter—exactly how clinicians access information.
- Custom metadata tagging (e.g., MRN, encounter date, specialty)
- Multi-level folder structures for episodic or longitudinal care records
- File naming aligned with your existing physical file structures
- Support for cross-linked charts (multi-provider or family files)
3. Compliance-Ready Processes Built for Medical Audits
We maintain a privacy-first operational model aligned with HIPAA, California medical privacy laws, and OCR enforcement guidelines—ensuring full audit readiness and secure chain-of-custody.
- In-house only scanning at our restricted-access Fremont facility
- Compliant with California Confidentiality of Medical Information Act (CMIA)
- No subcontracting or off-site processing—ever
- Output formats validated for audit trail retention
4. Scalable Infrastructure for Large-Volume Health Systems
Whether you’re digitizing thousands of charts or maintaining a hybrid record system, our scalable workflow adapts to your operation—without disrupting patient care.
- Bulk record prep (removal, sorting, rebinding) included
- Tiered pricing based on volume—no per-page surprises
- Integration support for legacy EMR systems, hybrid files, and partial digitization
- Flexible scheduling for phased delivery, department-by-department rollouts
Medical Records Scanning & Digitization FAQs
1. How much does medical records scanning cost per box?
Scanning costs typically range from $250 to $350 per standard banker box, depending on file condition, volume, indexing complexity, and turnaround time requirements.
2. What is the average turnaround time for bulk medical record digitization?
Most projects are completed in 3 to 15 business days, depending on the number of files, document prep, and scheduling. Large-scale or phased delivery projects may extend further.
3. Can scanned records be imported into our EMR/EHR system?
Yes. We deliver files in EMR/EHR-compatible formats (PDF, TIFF, etc.), indexed by patient name, DOB, or MRN, ready for direct upload into systems like Epic, Cerner, or eClinicalWorks.
4. What file formats do you provide for digitized medical records?
We offer searchable PDFs, TIFFs, and custom formats on request. Files are delivered via secure cloud link or encrypted drive, structured to match your internal filing system.
5. Are scanned records fully text-searchable?
Yes. We apply high-accuracy OCR (Optical Character Recognition) to enable full-text search across names, medical terms, dates, and chart content.
6. How are patient records protected during scanning?
All scanning is performed in-house at our HIPAA-compliant Fremont facility. We use restricted-access protocols, secure intake procedures, and a full chain-of-custody throughout.
7. Do you scan oversized healthcare documents like EKGs or fetal monitor strips?
Yes. We scan EKG strips, fetal monitoring charts, and panoramic dental films using wide-format medical scanners, preserving scale and detail.
8. Do you serve clinics outside Fremont or the core SF Bay Area?
Yes. We serve medical practices across Alameda, Contra Costa, San Francisco, San Mateo, Santa Clara, Marin, Napa, Sonoma, Solano, and Santa Cruz counties, and accept inbound shipments for statewide projects.
Scanning at Scale. Accuracy In-House
High-Volume Medical Records Digitization—Securely Managed in Fremont, CA
At eRecordsUSA, all medical record scanning is performed 100% in-house at our Fremont, California facility—never outsourced, never offshored. Your sensitive health records are handled by local staff under strict HIPAA and FERPA compliance, maintaining full confidentiality and chain-of-custody integrity throughout.
We are built for scale—equipped to digitize active and archived patient charts, mixed-format healthcare files, and multi-provider group records with accuracy and speed. Our structured indexing preserves original folder hierarchies and ensures metadata aligns with your EHR or EMR system requirements.
Whether you’re managing an EHR system transition, consolidating locations, or digitizing years of paper files across departments, we provide bulk scanning solutions that support clinical continuity, regulatory readiness, and secure digital transformation for:
Hospitals and medical groups
Specialty clinics and dental practices
Public health agencies and research centers
Top Scanning & Conversion Services
⭐ What Our Clients Are Saying: Real Results, Real Reliability
Rated 5 Starts For Our Document and Book Scanning Services
At eRecordsUSA, clients across libraries, museums, archives, academic institutions, and government agencies trust us with their most fragile and valuable collections. We don’t just scan—we preserve history. From non-contact scanning to metadata-rich indexing, we deliver digital archives that are as accurate as they are accessible.
Want to See How We Compare? Let us quote your next digitization project and show you why we’re trusted by leading institutions nationwide.