I only have a small number of files. Can Paper Escape help digitise these?

Yes, we take on projects of all sizes.

We want to go paperless, but don’t want to change our current processes. Can you help?

This is what we specialise in. Our solutions don’t require any additional IT software or training and you don’t need to change a thing about the way your business currently operates. We tailor our solutions around your existing systems and processes.

Do I need to remove staples and paper clips?

Unlike many of our competitors, standard preparation is included free of charge as part of our service. We remove staples, paper clips, post-it notes and straighten edges, ensuring a smooth batch scanning process.

Do I need to box up my paperwork before arranging a collection?

All documentation will need to be stored in some form of archive box or container for transit purposes. We can supply archive boxes prior to, or upon collection, or you can use your own boxes, providing they are strong and secure. If you already have an account with Paper Escape, you can order boxes from our support page.

A guide to medical records scanning

Until recently, NHS medical notes were stored in doctors’ surgeries in little brown envelopes called Lloyd George records, and with them came all the associated risks of maintaining and storing physical records. Cue the advent of medical records scanning, and just like that, a number of inherent issues were solved.

It was a breakthrough moment that has proven so effective that the NHS is now making it mandatory for patient records to be digitised. And it’s no wonder: being able to access patient records digitally has the potential to transform the healthcare system, saving the NHS billions of pounds and staff hours. Let’s find out how.

What is medical records scanning?

Medical records scanning refers to the conversion of physical Lloyd George records to digital formats using high-tech document scanning equipment. The sort that reaches far beyond the limits of traditional office scanners to make scanned files machine readable, searchable by key information like names and dates, and editable for easy updating.

All kinds of medical paper documents can be converted into electronic formats, including historical handwritten doctors’ notes, test results, X-rays and A and E reports. Medical document scanning transforms physical files into digital formats chosen by the client, with scans then returned securely via various methods.

What are the benefits of scanning medical records?

Medical document scanning can deliver wide-ranging benefits for the NHS and patients alike. We’ve narrowed down the core benefits to the following:

Instant access: Digital medical notes can be accessed instantly, anywhere with a secure internet connection.
Efficiency gains: Scanning medical records means no more digging around for physical files or replacing them after use.
Space optimisation: The need for bulky filing cabinets or an entire records room is eliminated, freeing up valuable space.
Enhanced security: Digital medical records can be encrypted and protected with access controls.
Lower risk of loss: Scanning medical records and creating backups removes the risk of permanent loss.
Reduced operational costs: Document scanning slashes expenses associated with paper, printing and staff filing time.
Better patient care: Instant access to comprehensive medical notes can speed up processes, reduce errors and improve coordination between healthcare providers.

Digitizing medical records: the process

Here at Paper Escape, the process of digitizing medical records follows a sequence of steps, beginning with the collection of paperwork from your premises. Our team can provide boxes and on-site packing for you if resources are stretched. Documents are then securely transportated to our compound.

When Lloyd George notes arrive at our secure warehouse, each box is weighed, barcoded and tracked on our internal system before heading over to the production department. Here, records are prepared by hand, including the removal of staples, paperclips and bindings.

Next, our experienced operatives begin scanning the records, performing quality checks to ensure the output meets the requirements of BS 10008 for legal admissibility. Scans are then converted to output file formats like PDF or TIFF, and digitally indexed at document, file or binder level.

After digitizing, medical records can be uploaded to your internal systems or delivered securely via a data transfer or an encrypted USB hard drive.

What happens to Lloyd George notes after scanning?

Digitizing medical records often renders former physical versions redundant. After medical records scanning, the physical notes will be quarantined for 30 days or until we’re advised that the scanned output has been signed off.

At this point, you can decide what happens to your original records. We have a dedicated, secure document storage facility ideal for keeping any files still within a retention period. Alternatively, you might decide to have the original Lloyd George notes returned.

A third option is the secure destruction of original files with our secure document shredding service. A signed notice is required to authorise destruction and a shredding certificate is issued as a final confirmation.

A digital future for patient records

Scanning medical records is an efficient way of making the mandatory shift to electronic patient record systems. The process delivers benefits like quick, easy access to information and the ability to share and collaborate on files.

By replacing outdated paper systems with secure, accessible digital files, NHS organisations can unlock significant improvements in efficiency, security and patient care.

Find out how our medical records scanning services deliver professional, accurate results for the NHS – speak to us about digitizing medical records and begin seeing the benefits.

Medical records scanning FAQs

What is medical records scanning?
Medical records scanning is the process of converting paper-based Lloyd George notes into digital formats using specialised scanning technology. This makes records searchable, secure and easier to manage.

Why is scanning medical records important for the NHS?
Scanning medical records will help the NHS improve efficiency and deliver improved patient care. The move to electronic records is expected to save billions of pounds and staff hours.

What are the benefits of medical document scanning?
Medical document scanning improves accessibility, reduces the risk of lost or damaged files, enhances data security, saves physical space and supports collaboration between healthcare professionals.

How are medical records digitised?
Digitizing medical records involves collecting physical files, preparing them for scanning, converting them into digital formats, indexing files for easy retrieval and securely delivering them to the client.

What happens to paper records after medical records scanning?
After scanning, paper medical records can be securely stored, returned to the organisation or destroyed through certified shredding, depending on retention requirements.

Are scanned medical records legally valid?
Yes, when digitised in line with standards such as BS 10008, scanned medical records are legally admissible and can be used for compliance and legal purposes.

Is digitizing medical records secure?
Yes, digital medical records can be encrypted and protected with strict access controls, making them more secure than traditional paper records.

What types of documents can be included in medical records scanning?
A wide range of documents can be scanned, including handwritten notes, test results, X-rays, hospital reports and other patient-related paperwork.