Medical Records Scanning in Los Angeles County, CA
Paperless Revolution provides HIPAA-compliant medical records scanning across Los Angeles County from our Santa Fe Springs facility. We work with practices, medical groups, and clinics from the San Gabriel Valley to the South Bay — primary care, dental, chiropractic, physical therapy, urgent care, imaging, and specialty offices.
A BAA Before Anything Moves
The moment a vendor takes custody of patient records they become a business associate, with the obligations that carries. We sign a Business Associate Agreement before a single chart leaves your office — not afterward, and not only if you ask. If your practice or your group has its own BAA form, we’ll review and sign yours.
- Trained, screened staff handling records inside our own secured facility. Patient records are never subcontracted.
- Documented chain of custody from pickup through delivery, so every chart is accounted for.
- Controlled access and audit trails for the duration of the project.
- Certified destruction of originals once you’ve verified the scans, with a certificate for your compliance file — or the charts returned instead, for a return fee.
Built for How LA Practices Are Actually Structured
Healthcare in this county has consolidated hard. Independent practices have been acquired into groups, groups have merged, and the result is organizations running several locations with record systems that never agreed with each other.
That’s the project we see most often here: not one office digitizing its charts, but a group reconciling three or four sets of records — different filing logic, different chart structures, sometimes different patient identifiers — into one indexed archive their EMR can actually use. We schedule location by location and index everything to a single agreed standard.
Files Your EMR Can Use
A chart delivered as a single 300-page PDF named SCAN0047 is digitized and useless. Staff will keep walking to the file room.
We index to the identifiers you search on — patient name, date of birth, chart number, date of service — and split charts into the sections your system expects, such as labs, correspondence, and progress notes. Files come in formats your EMR imports, and we’ll agree the specification with your software vendor before we start.
You Can Keep Seeing Patients
The question we’re asked most isn’t about price or compliance. It’s what happens if a patient walks in while their chart is in a box on a truck.
We work in scheduled batches so only a manageable portion of your records is out at once, start with inactive charts before touching active ones, and can pull and return a specific chart on request during the project. For multi-site groups we sequence locations so no site is ever fully without its records.
California Retention Makes This Harder Than It Looks
Retention for patient records in California isn’t one number. It differs for adult and minor patients, the Confidentiality of Medical Information Act governs handling and disclosure, and a practice that closes still carries obligations for records access.
Indexing by patient and date of service is what makes retention manageable, because you can identify what’s eligible for destruction instead of keeping everything indefinitely. We’re a scanning company, not attorneys — confirm your schedule with healthcare counsel before destroying anything.
What It Costs
We price by the box, based on a standard page count for a box of charts — not by the page. Index fields are quoted on top according to how many you need per patient, and OCR is available as an option if you want the text inside charts searchable too.
Practices and groups usually find us more affordable than the national vendors. One facility and a lean team mean lower overhead, and we pass that on. The BAA, chain-of-custody documentation, and EMR-ready output are included rather than sold as a compliance package.
Areas We Serve
Downtown Los Angeles, Pasadena, Glendale, Burbank, Long Beach, Torrance, Whittier, Downey, Norwalk, Cerritos, Inglewood, Culver City, and across Los Angeles County. See also medical records scanning in Santa Fe Springs.
Frequently Asked Questions
Will you sign our BAA?
Yes, before any records leave your office, and we’ll sign your form if you have one.
Can you handle a multi-location medical group?
Yes. We sequence pickups site by site and index everything to one standard, so a group with several offices finishes with a single consistent archive rather than several that don’t match.
Can you import into our EMR?
We deliver indexed files in the formats EMR systems import and work with your vendor on the specification. The final import is normally performed by your EMR provider, who controls that side.
How long must we keep charts in California?
It depends on the record and the patient — minors’ records are held longer, and closing a practice doesn’t end the obligation. We’ll index so retention is trackable, but confirm the schedule with your healthcare attorney.
Get a Free Quote
Call (562) 519-4257 or contact Paperless Revolution. We’ll sign a BAA before we touch a single chart.