We also store and manage pediatric electronic medical records and handle the secure destruction of protected health information, whether in the form of paper documents or digital records. Of course, if you prefer, you can always come to our facility and use our climate-controlled document viewing room for as long as you like.Īnd, Armstrong Archives does more than just store paper medical files. We will scan that document or file and email it to you in short order! Our scan-on-demand system gives you the benefit of scanning your paper files to convert them electronic medical records, but at a mere fraction of the cost! If you need an electronic copy of a document, all you have to do is call or submit an online request. Scan-on-demand is our system where we catalog the contents of your boxes, so we know where every file is located. But for records that must be maintained (such as those subject to HIPAA record retention rules) but may not ever be needed, our scan-on-demand solution is the way to go. For clients who will need to access a large number of their files frequently, our service bureau solution for document scanning and imaging is an excellent solution. Many clients wonder if they should have all their records scanned, which enables them to access any document online, at any time. With just a quick phone call or email to our customer service team, the needed file or document can be on its way! Pediatric Medical Record Scanning This system enables them to know the contents of each box. Now that the paper records are inventoried, the staff at the pediatric office has access to our online inventory and order system. Once back at our facility, we inventoried each box’s contents, cataloged and indexed the files for easy retrieval in the future, then carefully re-boxed the materials for clean, secure medical records storage. In short, going to the storage unit to find a stored medical file was guaranteed to be an unpleasant experience for whoever drew the short straw.įortunately, we have tackled this type of job many times before and our team was on it! We went to the pediatric practice’s storage facility in Arlington, picked up all their stored materials and safely transported them to our secure, Carrollton, Texas warehouse. The unit was hot in the summer, cold in the winter, dirty, and disorganized. With minimal security, the facility also did not provide especially clean or weather-safe conditions. Keep in mind that mini-storage facilities are not the ideal environment for storing paper documents. We found that the pediatric medical office had been keeping their confidential medical files in a self-storage unit for many, many years. Our colleague recommended us because of our decades of experience helping clients with HIPAA retention of medical records and our reputation for creative problem solving for our clients. The call was concerning the referral of a potential client-a pediatric medical practice in Arlington, right in the center of the DFW Metroplex. Recently, Armstrong Archives received a call from a business associate in another large city. But months can stretch into years and soon the quick fix for HIPAA record retention turns into a costly problem when decreased staff productivity, damaged/misplaced files, and aggravation are factored into the equation. Initially, a stop-gap solution like a self-storage unit is meant to be a temporary, cost-saving measure while a decision for the long term is made. Some then turn to their own garages, attics, or a mini-storage unit for the storage of their pediatric medical files. However, due to the high cost of office space and the sheer bulk of a single doctor’s medical records, this quickly becomes unmanageable. To ensure the security of patients’ PHI and maintain HIPAA Privacy Rule compliance, many physicians try to store their patients’ paper files onsite in a spare office or closet.
#Pediatric medical records review jobs how to#
When it comes to determining how to securely store large volumes of pediatric medical records, some medical practices choose a band-aid type fix for a problem that is best solved with a more comprehensive solution. Even though most pediatricians now use encrypted electronic medical records, many still maintain older patient files in paper form.
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