FILL OUT THE EMAIL FORM FOR INFORMATION ABOUT Closing Medical Practices, Chart Management - a hidden cost

Healthcare providers are leaving their practices in record numbers, whether it’s to enjoy retirement or to become an employee. Many providers don’t realize that they have ongoing responsibility for maintaining their patient records. The responsibility for maintaining patient records and ensuring HIPAA compliance of patient information rests solely on the shoulders of the provider. Depending on the practice type, this responsibility can be 21 years or more. Storing the records and providing copies to former patients, insurance companies, attorneys, etc. can be expensive and a huge distraction. If not done correctly, it could also result in a HIPAA breach, fines, and notoriety. Not the way to end your career! SIS NW offers easy and affordable solutions that reduce the expense and liability of managing your patient’s records after you close your practice.


  • SIS NW assumes custodianship of all records, relieving you of all HIPAA risk
  • Patient records are stored electronically in a HIPAA compliant secure repository
  • Records requests are fulfilled quickly and professionally
  • A one-time payment covers all future releases and protects you from rising storage costs.
  • All records requests are tracked electronically with a complete audit trail
  • You can get on with your life and not be chained to your records!


From our offices in Portland and Seattle, we serve medical practices NATIONWIDE.

SIS NW, Inc.


Attention:  Greg Mennegar

Video About Closing Medical Practice

Video - Medical Practic Closing

Happy 4th of July from Medical Records Scanning Companies of America

Why Scan Your Medical Charts?

Start your Medical Record Scanning Project now to enjoy these benefits.

  • Save time and money
  • Restrict the access to only those authorized
  • Reduced time spent looking for files
  • Good for the environment
  • Protect yourself from natural disasters such as hurricane Katrina
Messy Medical Charts

The patient medical chart is the key document in healthcare. It communicates the specific information that doctors need. The immediate availability of such a record can make health care more efficient. Finding charts in the office or recalling charts from the Record Storage Company can be time consuming. Sometimes charts get lost too.

Save Time and Money by Scanning Medical Records.

There are all kinds of studies that state how much it costs to create, store, find a document. For example, one study suggests 13% of all files are lost and we spend over a quarter of time searching for those files. Another study suggests it takes 18 minutes on average to locate a file. In some instances, this equates to over $10,000 per year. Money is also saved in reducing the need for so much office space delegated to medical chart storage.

Restrict Access to Only Those Authorized.

A major accounting firm suggests that documents that are handled daily are done so with little regard to privacy regulations. For example, patient records could be left on a desk or counter and other places where the general public would have immediate access. Electronic Medical Records systems have restrictions built into them so that only the authorized are able to see patient records. One way unauthorized people get access to medical records is when the records are no longer useful and are thrown into the trash instead of shredded.

Reduce Time Looking for Charts.

doctors reviewing medical records online

This is one of the most obvious benefits. Patient records are available on the desktop - computer. Don't need to get up and go to the file room. Don't need to look for misfiled charts. Don't need to look for checked out charts. Even is the medical record is being examined by another authorized party, it can still be simultaneously available to all other authorized medical and office employees.

Good for the Environment.

According to some estimates, if the United States reduced it's paper consumption by 10%, that would be the equivalent of taking a quarter of a million cars off the road. The creation and recycling of paper consumes not only environmentally friendly trees, but fuel to cut and move the trees, power the plant to make them into paper, more fuel to ship the paper to offices. Fuel usage continues as the documents are shredded and taken to the recycler, and then onto the paper mill again.

Protection From Natural Disasters.

The loss of patient medical records caused by hurricane Katrina, ended up costing taxpayers and insurance companies billions of dollars. Since the charts were destroyed, a great number of medical tests had to be redone at a great expense to patients, doctors and finally tax payers and insurance payers. Other disasters can be harmful, such as an office fire. Fire destroys documents, but so does the water often used to put out the fire.

Scanning Protects the Privacy of Health Records - The Law

Scan and protect medical records

Scanning your confidential patient charts can make it easier to restrict and control the access of charts to only those who are properly authorized. The laws state that it is the responsibility to do everything in your power to limit unnecessary access to confidential documents.

What better way to restrict the access to private confidential information than to remove the paper medical records and only allow authorized employees access to the digital records.

Savings Associated with Medical Chart Scanning

Obviously, this is determined on a case by case basis. You may want to call the Medical Records Scanning Professional in your area for an overview of your systems and procedures. However, there are some generalities about cost savings.

1. The more tangible costs include the labor cost to create the chart, store the chart, retrieve the file and process the file including faxing or copying and shipping. Then there are the tangible costs of the medical records including file folders and labels, paper costs, file cabinet costs, shipping costs, fax line costs, etc.

2. Over the life of the patient records, if only one in a hundred files is over nighted at a cost of $15, one is faxed at a phone charge of $.50 and your filing cabinets cost $100 and holds 200 files, and you put files in hanging folders at a cost of $.30 each, then already we have a cost per file of roughly a $1.00. When labor is added, the cost per file skyrockets.