PearlScan

Our medical record scanning services are designed to provide cost-effective solutions for healthcare organisations, looking to digitise medical records and have modern electronic patient management systems.

Medical Record Scanning and Data Capture saving space, time and cost

Trusted scanning services provider to many NHS trusts nationwide – Pearl Scan has a wealth of experience in scanning and digital conversion of patient records, GP patient notes (Lloyd George) and X-rays. Our aim is to assist the NHS and health care organisations to achieve their digital document management and paperless goals.

Our infrastructure allows us to accommodate any scanning requirements, ranging from scanning of patient files, A&E records, dental records or other healthcare documents into digital PDF files to more challenging projects including data capture and fully-functional electronic medical records management system.

Document Scanning Process

The document scanning process What we do with your documents

  • Collection

    We provide a secure collection of your documents from anywhere in the UK within 24 hours or as convenient for you as well as we can supply storage boxes and assistance with removing and boxing up your files.

  • Conversion

    We scan and convert all types and sizes of documents to a digital format of your choice such as PDF, PDF Searchable, TIFF, JPEG, Microsoft Word and Excel.

  • Delivery

    We deliver your digital data on a secure storage medium of your choice such as CD, DVD, USB, secure FTP or fully managed Pearl Cloud document management system.

The Process in Depth

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Our Tailored Healthcare Scanning Services We cater for both low and high volume document scanning needs

Medical Professionals

We often scan patient notes for GPs, X-rays and dental records for dentists, customer records for opticians and surgical practices etc. Once scanned and indexed the digital files can be easily accessed from CDs, local network or a cloud based system.

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NHS

We have been working with many NHS trusts throughout the UK to provide scanning of patient files, A&E records, occupational health files, employee files and estates documents (folders, drawings, aperture cards and microfiche) to digital formats.

Surveys, forms and questionnaires scanning and data capture

Medical Research

Our team has experience working with medical researchers and universities to scan and digitise medical research records and journals, clinical trial documents and theses, as well as capturing data from research questionnaires and interviews.

Records Managers

Designed specifically for records managers – providing on-demand and bulk scanning services as well as assisting the change towards paperless environment, as more and more records are stored in clinical systems to manage day to day patient care.

Practice Managers

To ensure smooth running of the primary care (GP practices, dental practices, community pharmacies and high street optometrists) – we provide seamless transition of patient notes to digital format accessed via practice management or a separate storage & retrieval solution.

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Occupational Health

Scanning services tailored for occupational health departments of large corporations and the NHS ensuring health and wellbeing of their employees. The digitalisation services are designed around compliance, including GDPR and document retention policies.

Reduce hours of document searching time to seconds CALL US ON 0161 832 7991 OR FILL IN A QUICK QUOTE FORM AS BELOW

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Scanning

Specialist black & white and colour document imaging of all types and sizes of patient files including barcode capture and output to TIFF, PDF/PDF-A or Jpeg file format.

Indexing

Once scanned the documents can be indexed using patient reference number, name, D.O.B, as well as categorised into required file sections.

Retrieval

The scanned data can be stored and accessed via a variety of systems, including internal patient management system or a cloud based platform.

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Secure Shredding

Once scanning of the medical records is finished and the digital files are delivered we can securely shred the original documents, upon our clients’ approval. Our shredding services are fully accredited to BSI, ISO 9001, ISO 27001, ISO 14001 and ISO 15713 and recycling association standards.

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OCR Processing

If you require the digital images to be searchable and retrievable we can apply OCR and convert your medical records into formats, such as Word, Excel and text searchable PDF. OCR will provide a flexible document search and retrieval functionality and significantly reduce time needed to find your documents.

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Document Management

Streamline the management of your healthcare with our document management solutions to ensure safe storage of documents, easy access, compliance and improving efficiencies. Our easy to deploy Halogen (locally based) and Pearl Cloud (cloud based) systems offer low cost medical document management solutions.

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Integration

Our in-house software development department can work with you to provide seamless integration of our document management applications with your required system such as SystmOne, EMIS or Microsoft SharePoint, etc. as well as facilitate the import of any bulk scanned data.

Compliance

Accredited to ISO 9001, ISO 27001, ISO 14001 and comply to GDPR as well as we are registered for the Data Security & Protection Toolkit and follows BSI DISC PD0008 and 0010 for the legal admissibility of scanned documents and best practices.

Fast Turnaround

Our scanning bureau is able to accommodate the most demanding and urgent healthcare documents scanning requirements – having the capacity to turn around 10 million images per month.

Scalability

We are able to fulfil individual document scanning and data capture needs, regardless of location, volume or complexity involved.

Maximise your office space potential CALL US ON 0161 832 7991 OR FILL IN A QUICK QUOTE FORM AS BELOW

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Typical Reasons to Scan Medical Records

Compliance

Improve document access control, data confidentiality and compliance.

Benefits of our scanning services icon.

Cost

Eliminate manual processes, reclaim office space and reduce document distribution costs.

Recovery

Peace of mind patient records backup and instant recovery of data in any event


Why Choose Pearl Scan?

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.

    ISO 9001 Registered         ISO 14001 Registered         ISO 27001 Registered         Investors In People         PCI Compliant         Member of IRM     

Experience

Founded in 2003, with almost 15 years of valuable knowledge and expertise in delivering successful document scanning and data capture services through the UK to some of the most reputable and globally known organisations.

Security

We operate from a custom built document scanning and data capture centre, which is built around security, safety and confidentiality. The site is monitored 24hours a day by security and CCTV systems.

Innovation

The document scanning and data capture bureau is equipped with the state-of-the-art dedicated document, Microfilm media, Books and Large Format Plans scanning and capture technology; catering for a wide range of document types and sizes making us a one-stop service provider for scanning and digital conversion needs . We continually invest in our staff training and latest technology to ensure that we are delivering quality and innovations at all times.

Scalability

Pearl Scan Group has the infrastructure to provide quick turnaround for urgent document scanning needs to taking on a large volume scanning and conversion of documents, microfilm media, books etc. projects. Our document scanning and data capture service centre always run at 80% of its productivity allowing 20% space and resources for on-demand, ad-hock projects.