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Healthcare Document Management

Healthcare

Digitise NHS patient records and clinical files securely with Cleardata. We help healthcare and social care providers improve access, accuracy, and compliance through our range of trusted & accredited records management services solutions.

The healthcare sector is a cornerstone of the UK’s infrastructure, encompassing hospitals, clinics, and a wide range of medical facilities. Delivering high-quality patient care depends on the accurate handling of sensitive information, making medical document management a critical function for ensuring public health, safety and ongoing medical innovation.

Cleardata is proud to support the NHS and private healthcare providers across the UK with secure and scalable medical document management, medical document scanning and medical document storage solutions. Operating from our high-capacity, secure scanning bureau, we help organisations digitise patient records, streamline workflows and reduce reliance on paper-based systems. Our solutions enable administrators, clinicians and compliance teams to quickly and securely retrieve patient information, improving both patient outcomes and operational efficiency.

Our experience includes large-scale NHS projects, such as our work with Northumbria Healthcare NHS Foundation Trust, where we digitised over 1.2 million patient records. This project demonstrates our ability to deliver high-volume medical document scanning and implement robust medical document storage and retrieval systems while maintaining strict compliance with healthcare regulations. You can read more about this project in our dedicated case study.

All services are delivered in line with recognised industry standards, including ISO 27001:2022 for information security and BS 10008 for legal admissibility. We also adhere to the NHS Data Security and Protection Toolkit, alongside Cyber Essentials and Cyber Essentials Plus. With a qualified Data Protection Officer and regularly trained staff, we ensure the highest standards of data privacy, security and compliance across all healthcare document handling processes.



Bulk Scanning Services

Accredited and Trusted
  • ISO 22301
  • ISO 9001
  • Cyber Essentials Plus
  • ISO 27001
  • Cyber Essentials
  • BS 10008
  • BS EN 15713
  • NHS Digital

Digitisation, archive storage and records management solutions for the healthcare sector

Bulk document scanning

Patient records are digitised, making them easier to search, access and retrieve. Our IBML scanning technology can digitise both small and large format documents, such as patient records or medical charts, , with indexing by any key reference. All digitisation processes are assured to BS 10008:2020 for legal admissibility.

Secure archive storage with scan on demand retrieval

Store paper records offsite with scan on demand retrieval. Cleardata offers physical and scan on demand retrieval. Our online archive management system, Cleardox AMS, provides a full audit trail for any physical interaction with your records, maintaining a full chain of custody.

Integration with existing systems

Our digitisation services allow integration with existing clinical systems to streamline clinical access.

Data protection & security

Our qualified DPO and governance team ensure practices meet strict healthcare and GDPR data requirements for compliance and security. Cleardata performs an annual submission to the NHS DSPT toolkit.

Automated document processing

Cleardata offers automated document and data processing services using the latest technology. We can classify, extract and process medical data quickly and efficiently.

Trusted by 10,000+ Companies
  • Asthma+ Lung UK
  • Windsor Forest
  • Warrington Borough Council
  • Simarc
  • NHS
  • Horwich Farrelly
  • Biffa

Types of Documentation

Patient records
LLoyd George wallets
Referral & discharge letters
Pathology & test results
Consent & treatment forms
HR & Occupational health files
Financial records
Large format medical charts & ECGs

Benefits - Health & Social Care Services

Cleardata's document scanning and archive storage services for the health & social care sector offers many benefits including:-

  • Agile working

    Document digitisation enables agile working for your colleagues including community teams. Provide fast and flexible access to your patient records from any location.

  • Improve patient experience

    Improve access to your patient records and ultimately your patient experience.

  • Save time & money

    Reduce time spent by colleagues travelling to and from NHS and Healthcare sites to retreive and locate paperwork. Save time and money for your organisation.

  • Cost savings

    Reduce long term archive and retrieval costs for your records. Re-utilise clinical space for productive activities and help your medical organisation go paperless.

  • Protect your data

    Improve the security of your patient records. Restrict access to your digitised or archived records and improve compliance.

Managing NHS, Patient & Healthcare records involves some key challenges:-

Long term archive storage & retrieval costs

Storing paperwork for long periods can cause high ongoing archive and physical retrieval costs for your healthcare organisation.

Compliance

Ensuring compliance for your patient records and files with GDPR data protection and the records management code of practice.

Locating & retrieving patient records

Time consuming manual retrieval of patient records can be costly for your healthcare organisation.

Risks & errors

Manual data processing and paperwork handling increases the risk of data loss, theft, human error and can reduce accuracy.

  • I've been really impressed by the services offered by Cleardata and their team has been a dream to work with.

    Supporter Care Manager, Asthma + Lung UK

  • I’ve visited their bureau and was absolutely blown away by their efficiency and scope of operations. I’ve been really impressed by the services offered by Cleardata, and their team has been a dream to work with.

    Supporter Care Manager, Asthma + Lung UK

Case Studies

Check out our latest case studies to find out how we can help your healthcare organisation.

We've got all the answers!

Check out our frequently asked questions to find out more about our scanning and digitisation process for the healthcare and medical industry. If you need any more help, please call 0800 046 8081.

Our team will be happy to help.

Healthcare & Medical Sector

Medical document management refers to the secure handling, organisation and storage of patient records and healthcare information. Effective systems ensure that sensitive data is easily accessible to authorised staff while remaining protected in line with regulations such as UK GDPR. This is essential for maintaining patient confidentiality, improving operational efficiency and supporting high standards of care.
Medical document scanning involves converting paper-based patient records into secure digital formats. This process includes document preparation, high-resolution scanning, indexing and secure upload into a document management system. By implementing medical document scanning, healthcare providers can improve access to patient information, reduce physical storage requirements and support faster clinical decision-making.
Yes, when carried out by an accredited provider, medical document scanning is highly secure. At Cleardata, strict protocols are followed throughout the entire process, including secure transportation, controlled scanning environments and encrypted data transfer. All services align with standards such as ISO 27001:2022 to ensure patient data is protected at every stage.
Medical record retention periods in the UK vary depending on the type of record and patient circumstances. Guidance is typically provided by the NHS Records Management Code of Practice, which outlines how long records should be retained before secure disposal. A compliant medical document management system helps ensure these retention policies are consistently followed.
Yes, Cleardata has extensive experience delivering large-scale healthcare projects, including work with Northumbria Healthcare NHS Foundation Trust, where over 1.2 million patient records were digitised. This demonstrates our capability to deliver high-volume medical document scanning and implement secure medical document storage solutions at scale.
Yes, when digitisation processes follow recognised standards such as BS 10008, scanned medical records can be considered legally admissible. This ensures that digital copies can be used confidently for compliance, audits and legal purposes.
Yes, digitised records can be securely integrated into existing document management systems, EHR platforms or cloud-based environments. This ensures that healthcare teams can access patient data quickly and efficiently without disrupting existing workflows.
Secure medical document storage solutions help healthcare organisations manage large volumes of records while maintaining compliance. Benefits include:
  • Reduced physical storage space
  • Secure, trackable access to records
  • Improved disaster recovery and backup
  • Support for regulatory compliance and audits
These solutions are particularly valuable for organisations managing long-term patient records and legacy archives.
A structured medical document management system supports compliance by ensuring:
  • Secure access controls
  • Audit trails and tracking
  • Data protection adherence
  • Proper retention and disposal policies
This helps healthcare organisations meet regulatory requirements while reducing the risk of data breaches or non-compliance.

How can we help?

View our services below to find out how we can help.

Get in touch to get started!

Call our team 0800 046 8081, or contact us.
We'll be happy to help.