What matters most
- A scan of the final claim is useful evidence of what was printed; a scan of a blank form is not a substitute for the submitted record.
- Confirm every page is readable, complete, correctly oriented, and linked to the right patient or claim before destroying any original.
- Apply appropriate access controls, backup, and retention policies to scanned files.
Decide what the scan represents
A scan of the final claim is useful evidence of what was printed; a scan of a blank form is not a substitute for the submitted record.
Check image quality
Confirm every page is readable, complete, correctly oriented, and linked to the right patient or claim before destroying any original.
Protect scanned PHI
Apply appropriate access controls, backup, and retention policies to scanned files.
Follow retention requirements
Whether an original can be destroyed depends on applicable laws, contracts, payer rules, and organizational policy.
Design the record around retrieval
- Decide whether the scan is a working convenience copy, the official retained record, or one component of a larger record system.
- Verify image completeness and legibility before destroying or archiving paper under the office’s retention policy.
- Protect scanned records as PHI/ePHI and make sure authorized staff can actually retrieve them later.
Sources and verification
Use the primary source below for the code set, identifier, security standard, or interoperability topic, and apply current payer/organizational rules to the actual workflow.
Related guides
- Managing Payer Mailing Addresses for Paper Claims
- Rejected vs. Denied Medical Claims
- NPI vs. TIN in Medical Billing
Try the software
MedClaimSoftware provides Windows tools for CMS-1500/UB-04, OWCP, ADA Dental, CMS-485, I-693, DOT, and occupational medical forms. Trials are limited-use downloads and do not require a credit card. MedClaimSoftware free trials.