Digitizing Patient Records: How Perez Chiropractic Ensured HIPAA-Compliant Scanning
Perez Chiropractic recently completed a structured initiative to digitize legacy patient records, optimizing access and storage while meeting all HIPAA compliance standards.
Process Overview
The project began with the secure pickup of boxed paper records from the clinic. Each box was inventoried and sealed for transport under a documented chain of custody. Files were then digitized at a certified scanning facility using high-resolution equipment that converts documents into searchable PDF files—making it easier to locate specific records by name, date, or keyword.
HIPAA-Compliant Security Protocols
To ensure full compliance with HIPAA regulations, multiple safeguards were in place throughout the scanning process:
Controlled access to scanning and processing areas
Real-time monitoring of physical and digital workflows
Encrypted file output and transfer protocols
Detailed logs documenting every step of custody and handling
File Delivery & Access Options
Upon completion, digitized records were delivered via encrypted USB drive and uploaded to a secure file repository, giving Perez Chiropractic both physical and cloud-based access to the data. The online repository provides convenient retrieval while maintaining robust data encryption and user access controls.
Post-Scan Document Handling
Following an internal review period to verify quality and completeness, all original paper documents were securely stored for 30 days. After this retention period, and upon client approval, physical records were permanently shredded in accordance with HIPAA guidelines.
Outcome
This project improved operational efficiency, eliminated bulky file storage, and provided a secure, compliant digital archive of patient records—aligning with best practices for modern healthcare documentation.
