Scanning Services

The Vendor is required to provide scanning services with onsite digitized photocopy and scanning services, to copy confidential medical records, diagnostic images, charts, depositions, and court documents.
- The services will be performed during normal working hours of 8:00 A.M. to 5:00 P.M., Pacific Standard Time, Monday through Friday, except State holidays.
- All jobs are to be scanned unless paper copies are specifically requested by the Board staff. 
- Board cannot accept compact discs (CDs), digital video disks (DVDs), or thumb drives/USB drives, as these items are not in compliance with Board information security policies.
- The scanning and photocopying services will be performed at various locations designated by the board staff including hospitals, clinics, doctor’s offices, courthouses, attorney offices, board headquarters, and various other requested locations throughout state.
- provide documents electronically within thirty (30) days upon receipt of the request in an adobe portable document format (PDF) through a secure website.
- The website will be protected by secured with Transport Layer Security (TLS), minimum 1.2, using a secure certificate issued by a trusted certificate authority.
- The website must be secured and only accessible using Hypertext Transfer Protocol Secure (HTTPS).
- Multifactor authentication capabilities will be available if not using federated sign-in.
- All records pertaining to the specific patient must be included in one (1) file or as few files as space permits.
- The file must be indexed to indicate the facility/physician/clinic or location from which the documents were obtained.
- Uniquely identify each individual user to enforce individual accountability for those accessing the system.
- Maintain authentication data that includes information for verifying the claimed identity of individual users (e.g. passwords).