Medical patient records scanning services from Manchester, London and throughout the UK.

Medical Records Scanning Services

Pearl Scan's medical records scanning service has helped thousands of NHS hospitals, GP surgeries, private medical trusts and dental surgeries to improve their patient record keeping. By switching to a digital record archive system, healthcare organisations can benefit from easy instant access, secure backup and complete disaster recovery. Medical records scanning saves time and money on administration, management and storage. Our confidential patient records scanning service also meets compliance standards.

We offer a complete scanning service for all medical documents, including:

  • Patient files (including Lloyd George Envelopes)
  • X-rays
  • Financial documents and invoices
  • Correspondence

OCR and indexing of patient records

Indexing digital medical records

When scanning thousands and thousands of medical documents, it is important to keep them ordered once digitised. Indexing allows the digital files to be sorted by unique identifiers, such as name, patient number, NHS reference number, or even titles of folders. Sections can also be sub-indexed or categorised into different document types in a PDF file to make the search process as simple as possible.

This is a recognised way for documents to be stored, which staff should already be familiar with. Most clients choose to index NHS medical records as follows:

  • Patient name
  • Patient ID
  • Doctor or consultant name
  • Reference number (for X-rays)

At Pearl Scan we can also make medical files fully text - searchable, using OCR (Optical Character Recognition). Read more...

This ensures PDF files can be searched instantly for significant words, allowing staff to type keywords such as names or reference numbers which then they will be presented with all files containing such data that they have entered.

In a healthcare environment this OCR can be used to find all patient files for a particular family, search by year, month or relevant date and collate data about certain illnesses and treatments. Find out more about OCR scanning and conversion from Pearl Scan Group.

How can electronic document management improve the NHS

The NHS has a target to be completely paperless by 2020 which means all departments need to be considering scanning medical archive files and updating there data to a digital record system. Read more...

With data being available on a digital format from the process of medical records scanning, NHS staff will be able to:
  • Access all files from their desk, with faster retrieval of information.
  • Search instantly for any particular patient record by typing in the name, date of birth etc.
  • Create more space by removing hard copy files.
  • Send medical files quickly and efficiently between departments.
  • Reduce time spent on admin and give more focus and attention to patient care.

Doctors and nurses also won't have to worry about patient files getting lost or misplaced, as there will always be a secure backup copy. All in all, by using an electronic document management system, hospitals and surgeries can become more efficient which will lead to an improved level of care.

How can Pearl Scan Group help

Pearl Scan Solutions has been working with the medical sector for over a decade. We have assisted NHS departments and private healthcare trusts for many years, so we understand how to deal with confidential and sensitive data. Fully accredited by quality management, data protection and security policies, our solution has been trusted by hundreds of healthcare providers.

We offer a fast and secure collection service, and can even collect your folders and archives the same or next day from anywhere in mainland UK. Once all your hard copy patient medical records have been transferred to digital copies, we can either store the paper records, send them back to you or arrange for them to be securely shredded.

Free Document Management software (Halogen)

Pearl Scan have designed and developed it's very own search and retrieval software which is included free of charge with any bulk medical record scanning project. Halogen document management system makes searching through and viewing files simpler and faster which gives the NHS departments the perfect solution when switching to digital operations.

Free trial

We offer a free trial of our UK document scanning services. We can convert a section of your project to showcase the qulity of our digital conversions.

We offer a free trial of our scanning services to prospective clients.

Find out more today

Case Study


Why Choose Pearl Scan Group

Document Scanning | Audits

In conjunction with the EN BS ISO 9001:2005, 27001, 14001 and in-house implemented quality, security and compliance procedures allow us to deliver peace of mind scanning services to our client. We are an approved document scanning and data capture scanning service provider to many reputable health, education, manufacturing, financial, logistics etc. organisations.

Logo's in which Pearl Scan Group has a number accreditations with including ISO