Medical Records Custodianship
Medical Records Custodian Services
When a medical practice closes or stops practicing, the custodian of medical records takes control of that practice’s private health records. Why is this important? There are numerous legal and record management protocols that must be followed according to strict HIPAA guidelines. Record Nations can help you find a secure, reliable medical records custodian for your documents.
In addition to this, each state has its own set of regulatory laws regarding the retention of such records. These retention periods can last a few years to a few decades. Hiring a medical records custodian can free your practice from succumbing to the unique challenges these laws can present. Especially when the practice or physician is planning on retirement.
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Service Options for Your Records and Storage
How Medical Records Scanning Works
1. Prepare your documents to be scanned by placing documents and files into labeled boxes to be transported for scanning.
2. Contact Record Nations at (866) 385-3706 or fill out the form to receive free quotes from providers in your area. Choose the provider that best fits your needs and budget.
3. The scanner takes the records and transports them securely to a facility to begin the conversion process. However, if you need to conduct the process on-site, they instead take their scanners to your location.
4. Experts then scan and convert your documents to a digital format, ensuring accuracy every step of the way.
5. Records are converted into desired formats and stored on an electronic health record system or document management system of your choosing.
6. Physical files are either returned to the hospital, office, or clinic or sent to an offsite storage unit until the retention period expires.
Why Choose Record Nations?
Fast Turnaround
Get matched to a partner in 3-5 minutes. They will work with you to get a quote based on your specifications.
Nationwide Coverage
We have partners all over the United States and Canada.
20+ Years
Record Nations has over two decades of experience matching customers to the right services.
Partnered with the Best
We are partnered with thousands of partners nationwide providing you with the best, secure options in your area.
Frequently Asked Questions
Why would I need a records custodian?
When you hire a custodian of medical records, that person or company takes control of the record-keeping process from start to finish. That means complying with all state and federal laws, HIPAA regulations, and ROI (release of information) requests. This can be tricky for individuals to navigate, especially since these regulations can vary from state to state.
What does the process of transferring my documents look like?
Once the records are packed and transported, our providers take it from there. They will store and maintain all records, you just need to notify your patients about the change of custodianship, and all health information requests will go through the new custodian. Our providers can even release an accounting of disclosures to the patient upon request.
What happens to my existing electronic files?
All existing EMR (electronic medical records) files will be transferred to secure servers where they can be indexed and easily referenced for accessibility. This can greatly reduce the time that a patient or physician needs to wait to receive the medical records requested.
What happens to my paper files?
Our providers will collect physical materials that cannot be shredded and store them in a HIPAA-compliant storage facility. This means that these facilities are under 24/7 video surveillance, with fire suppression protocols and advanced security systems monitoring access around the clock. You can rest assured that your files will be looked after according to the highest industry standards.
How can I find a medical records custodian?
Give Record Nations a call at (866) 385-3706, fill out the form, or click the live chat option on this page to find the right service, at the right price in your area.
How secure is the process of transferring my records to a custodian?
All of our service providers comply with all state and federal data privacy regulations, including HIPAA and HITECH. They prioritize security in all of their scanning and storage processes.
Will my patients have to be notified about the change?
Yes, you will have to notify your patients about your practice closing, that they have to find a new healthcare provider, how they can access their records, and any other changes that apply.
