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Digitizing patient records

Hospitals, general practitioners, clinics and many other healthcare organisations have patient and client files. Depending on the type of file, the retention obligation can be decades. In addition to the need for space, the privacy of clients must also be guaranteed. Scanning and digitizing patient records offers a solution for you!

The digitalization of archives


Before we start the digitization process, we inventory the collection. We discuss the wishes and requirements in detail. We involve our specialists in the process, all of whom provide their input based on their respective disciplines.

2Project plan

After making inventory, we draw up a project plan tailored to the project at hand. Each project is different and so is every project plan. This will be done in consultation with the client.


After the approval of both parties, we will start digitizing. GMS supervises the digitization by doing either a random check or a 1:1 check. GMS has developed an integrated checking procedure to prevent the occurrence of digitization errors.


The digitized files will be edited and incorporated in a report according to the wishes and requirements of the client. The source materials will be returned on the agreed-upon date together with the digitized files.

Quick and efficient

By digitizing patient files, the data for every patient can be made accessible. Information is made available quickly and efficiently, but only to authorised staff. Centralised control of this is simple and effective to manage.

In the past, your organisation had to search for the correct folder in the archive or in the filing cabinet. Now, this information is available with a few clicks. This means that you save a lot of time and sharing information is also faster and easier.


Scanning and digitization of patient files takes place in our machine park, where experts carry out the assignment professionally. Our staff have experience in digitizing many types of files and archives. They perform a quality-control role during the project. When we encounter issues or exceptions, the GMS project manager consults with the client directly to resolve the issue.


The handling of patient files must be confidential. GMS has professionally secured archive depots where the physical files are stored during the process. For the security aspect of the digital files, GMS has an internal policy which we would be happy to discuss with you in a non-binding conversation.