WHAT IS THE COST FOR SCANNING PER BANKERS BOX?
Each project is different, cost is determined after prepping and scanning an example. Color, cash register receipts, are examples of higher pricing. A range is from $125.00 to $200.00 per box. A standard size box holds approximately 2,200 images/scans.
DOES THE SCANNING INCLUDE PREPPING, TO INCLUDE REMOVAL OF STAPLES, PAPERCLIPS, STICKY NOTES AND OTHER MATERIALS?
DOES THE SCANNING ALSO INCLUDE AS SIMPLEX OR DUPLEX (SINGLE OR DOUBLE SIDED)?
Yes. Every page containing data will be captured. We utilize feature rich, industrial grade scanning equipment that ensures we capture all data regardless of its location on a document. The quote is priced “per image”, to allow for both simplex and duplex materials to be present inside of a banker box and accounted for during the scanning process.
IF COPIES OF THE MEDICAL RECORD ARE REQUESTED, DO YOU PROVIDE COPIES AND CHARGE THE REQUESTING PARTY FOR THOSE COPIES?
Yes. Requests made by your staff will be charged to your American Document Services account. Providers, patients, and all other authorized requestors will be billed individually.
IF SO, DO YOU FOLLOW STATE STATUES FOR THE FEE THAT CAN BE CHARGED FOR COPIES?
Yes. In accordance to NM Administration Code 18.104.22.168: $30 for the first 15 pages, and $0.25 per page thereafter.
DO YOU DESTROY THE DATA AFTER THE REQUIRED TIME FRAME HAS BEEN MET? For example, our state requires that we keep medical records for 10-years. We can then destroy those records. IF YES, IS THERE AN ADDITIONAL CHARGE?
We do have the ability to set timeline parameters on a per file basis for data hosted on our cloud service. There is a minimal administration fee to compensate for the resources expended to provide these types of services.
DO WE GET A COPY OF ALL THE SCANNED DATA TO KEEP IN OUR POSSESSION?
Yes, American Document Services will provide a physical copy of your data to you in the form of an encrypted USB drive. We utilize BitLocker to encrypt the drives before uploading any data to the drive.
DEPENDING ON THE ANSWERS TO 5 AND 7, DO YOU FOLLOW HIPAA FOR DESTRUCTION REQUIREMENTS?
HIPAA/HITECH/FACTA, we provide all information management services in compliance with current Federal and State regulations. We hold a National Association for Information Destruction AAA Destruction Certification for all paper, electronic, optical, film, and non-paper media.
HOW DO YOU PROTECT THE DATA WHILE IN TRANSIT?
We utilize Time Layered Security (TLS) protocols to protect client authentication and authorization for file transfers. File download links are uniquely and randomly generated using strong hash-based message authentication codes effectively preventing guessing attacks. Additionally, we employ high-grade encryption protocols, up to 256-bit, to safeguard not only the file in transit but any information used to route or deliver the file as well.