Medical Records Custodian Services: Protect Your Practice
As the administrator in charge of patient records, you take the lead in maintaining the confidentiality of all Protected Health Information (PHI) and other sensitive data.
If your practice is closing, preparing for an audit, a physician is retiring, or the office is merging, a medical records custodian can manage existing records and help ensure compliant retention or destruction.
A records custodianship service helps mitigate potential legal, reputational, or financial fallout caused from improper disposal or storage of a patient’s most sensitive and protected health and identifying information.
Why You Need Medical Records Custodian Services
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. This is especially true when the practice or physician is planning on retirement.
What Those HIPAA Guidelines Actually Require in Writing
Those “unique challenges” usually start with paperwork. Under HIPAA, transferring PHI to a third-party custodian requires a signed Business Associate Agreement that spells out exactly how the custodian will safeguard, access, and eventually destroy your records.
That agreement also needs to define your state’s required retention window — often seven to 10 years under state medical board rules — along with how former patients can request their records and who’s liable if something goes wrong. Several states also require public notice, sometimes up to 30 days, before a practice can close its doors.
Record Nations matches you with a custodian who builds all of this into one compliant agreement from day one, so nothing falls through the cracks.
When You Need A Medical Records Custodian
Understanding when you need to invest in a medical records custodianship service helps you identify circumstances that could elevate risk for a practice. The table below explains when you need a custodianship, the risks each situation holds, and how the custodianship mitigates those risks and liabilities.
Custodianship, Storage, or Redaction? How To Choose
Specific circumstances benefit from a medical records custodianship. For ongoing needs for an active practice, storage or redaction may be the appropriate solution. Learn what events and unique needs align with each of these services.
What Gets Redacted Before Patient Records Are Released?
Redaction services ensure that specific sensitive information like PHI or financial data is blacked out or obscured before a document is released or shared. However, the specific redactions on a document also depend on who is requesting the information, any applicable laws, the scope or type of the request, and any minimum necessary standards.
Commonly, redaction services may remove:
- Social Security numbers and other government identification numbers
- Any emergency contacts or next-of-kin information that isn’t relevant to the request
- Any treatment, providers, or medical diagnoses unrelated to the request
- Billing and insurance information
HIV status, psychiatric information, or substance abuse treatment information also may be subject to disclosure requirements or protections, per federal and/or state laws.
How Much Does Medical Records Custodianship Cost?
Professional healthcare and medical records custodianship may incorporate storage, secure destruction, and scanning services, ensuring your practice remains in compliance with all retention and destruction regulations. We offer you all the information available to ensure you get the service you need. Ask for a customized quote from multiple medical records custodianship companies to help understand all your options.
If your practice only requires scanning services, you may estimate budgeting anywhere from 7-12 cents per page depending on where you’re located, how many records you have, which company you select for your project, and other factors. You can find out more about estimating your document volume and pricing.
Contact Us For Your Free Quote
We’re here to help you explore your medical records custodianship options and find the perfect service for your needs.
Medical Records Custodianship and Additional Service Options
You've got options when it comes to your document scanning project.
Scanning
Our providers’ secure Medical Records Custodian Services include professional scanning solutions. This digital transformation enhances efficiency, enables quick retrieval, and ensures secure sharing among authorized medical professionals.
Physical Storage
Our physical storage solutions are designed to maintain the confidentiality and accessibility of paper-based medical documents. With climate-controlled facilities and stringent access controls, we offer a reliable archival solution for healthcare organizations.
Digital Storage
Embrace the future of healthcare document management with our partners’ services offering digital and cloud storage solutions. Our partners’ digital storage systems ensure data integrity, accessibility, and streamlined workflows.
Hard Drive Destruction
Secure your healthcare data with professional hard drive destruction services. Record Nations connects you with trusted providers who ensure thorough and secure destruction, preventing data breaches and ensuring compliance with healthcare regulations.
Electronic Destruction
Maintain the security of your healthcare data with professional electronic destruction services. Record Nations connects you with trusted providers who guarantee thorough and secure destruction, preventing data breaches and ensuring compliance with healthcare regulations.
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.
