What Are the Benefits of Using Medical Record Retrieval Services?

In the modern, intricate healthcare ecosystem, medical record retrieval serves as a lynchpin in solidifying evidence related to several cases including, product liability, worker’s compensation, social security disability and personal injury litigations. Medical records contain vital information related to the claimant’s medical history, treatment, prognosis as well as the financial burden he/she is going through in the process. In a compensation case, this can help the plaintiff’s attorney in establishing a clear connection with the damage caused and the event, to seek a deserving compensation or a settlement.

However, retrieving medical records is not a straightforward process. It is time-consuming, tiring and fraught with compliance challenges. This is where medical record retrieval services can offer a valuable solution in streamlining the entire process for healthcare professionals, law firms, insurance companies and individuals alike.

Understanding Medical Record Retrieval Services

Medical record retrieval services are provided by specialized third-party providers that are involved in the systematic collection of a patient’s medical history, treatment, procedures and other relevant information. They handle the process of accurately retrieving, organizing and delivering medical records on behalf of healthcare/law/insurance organizations that require access to the relevant patient’s health information.

Traditionally, retrieving this information required organizations to connect with the respective healthcare facilities, file requests while ensuring compliance with regulatory requirements (such as HIPAA) and wait for the records to be processed and delivered. However, this process can be cumbersome and exhausting for organizations that require records on a regular basis. Firms offering medical record retrieval services offer automated solutions that can tackle these hassles and ensure a better result.

Benefits of Using Medical Record Retrieval Services

1. Time Savings and Cost-efficiency
   1. One of the primary advantages of using medical record retrieval service is the significant time and cost saving it offers. As mentioned earlier, the process is cumbersome and managing an in-house team adds to increased operational costs related to factors of potential errors/delays in record processing.
   2. By using a medical record retrieval service, the organization can make use of the providers’ relationship and experience with the healthcare facilities and also the latest automation technologies, ensuring them a faster turnaround time in the retrieval of medical records. A streamlined approach can reduce administrative burdens and ensure faster processing, quicker claims and improved client satisfaction.
2. Accurate and Comprehensive Records
   1. The current medical record system is intricate and takes significant effort in streamlining records to gain access to the relevant information that you are looking for. Due to the complexity of the process, it is susceptible to errors or discrepancies which can prove to be costly in a legal affair. Therefore, it is important to verify the accuracy of the records.
   2. Medical record retrieval providers specialize in navigating the complexities involved in the process of retrieving relevant records and have the technology to streamline it in accordance with the regulations, which might be challenging for an in-house team to perform. Attention to detail is critical as missing or incorrect information can negatively impact the outcome.
3. Enhanced Compliance and Regulations
   1. Medical records contain sensitive information and are therefore, subject to strict privacy laws and regulations. Therefore, proper verification of records, ensuring the factuality of obtained information, is mandatory. Mishandling the records can lead to serious legal issues and/or compliance violations.
   2. Professional record retrieval service providers are well-versed in HIPAA and related privacy regulations, they can ensure that all requests and retrievals comply with the relevant legislation. By seeking service from a reputable provider that prioritizes compliance, businesses can reduce the risk involved in mishandling.
4. Customized Reports and Security
   1. Majority of the medical record retrieval firms provide a dashboard for customized reporting and analytics features. This includes a tracking feature, enabling it to be updated with the status of your request at every turn of the process. This is particularly useful for those organizations that handle multiple cases simultaneously, involving large volumes of medical records.
   2. They also utilize state-of-the-art security protocols, ensuring that the sensitive patient information is stored in encrypted databases, transferred via secure FTPs and managed with confidentiality. In the modern day-and-age of security breaches and hacking, a provider that offers security as a priority, can provide5 to peace of mind.

Reasons to Outsource Medical Record Retrieval

With the many benefits a medical record retrieval service has to offer, the possibility of outsourcing this tedious task is quickly gaining significant popularity among organizations across various sectors. Here are a few compelling reasons to consider outsourcing:

1. Reduced Operational Costs: Maintaining an in-house team for medical record retrieval can significantly shoot up the operational cost of an organization–especially a small/medium enterprise. Outsourcing can eliminate these overhead costs, especially for those that don’t require constant medical record retrieval.
2. Enhanced Resource Management: Outsourcing record retrieval will enable organizations to reallocate internal resources to more important tasks than having them chase down medical records. This can lead to better case outcomes, satisfied clients and an improved overall efficiency.
3. Improved Risk Management: By handing over the headaches to experts who understand the nuances involved in the legal and regulatory landscape of the medical record retrieval system, organizations can reduce the risk of regulatory non-compliance, data confidentiality issues and other problems related to handling sensitive medical information.
4. Access to Modern Technology: The medical record retrieval firms leverage cutting-edge technologies that organizations may not have access to. From digital tools for tracking requests to secure platforms for document storage and sharing, these providers give unprecedented access to the latest technology without any additional investment.
5. Option for Scalability: Outsourcing offers room for scalability. The medical record retrieval providers can scale and customize their services to meet your ever-evolving demands, without having to manage additional staff or invest in infrastructure.

Choosing Your Outsourcing Partner

Since outsourcing medical record retrieval involves handling sensitive medical information of patients, it is important to make sure that the partner’s actions and ethics align with yours. Here are a few things to consider before collaborating with a service provider:

1. Regulatory Compliance: The foremost and mandatory criteria a medical record retrieval service provider must oblige to be the comprehensive understanding of HIPAA and related patient confidentiality laws so that they don’t commit illegal moves or breach of privacy.
2. Data Security: The security of sensitive health information regarding patients is paramount. The incorporation of advanced technologies and experience in this field reduces the chance of any major security breaches.
3. Customer Service: The level of customer support provided by the service provider is a key factor to consider. A proactive customer service team can make all the difference in a value-based care environment, which is increasingly vital for patient satisfaction.

The MOS Advantage

In the modern fast-paced world where time and efficient information management have become the leading parameters that can either make or break medico-legal cases, medical record retrieval services offer a riveting solution. They provide numerous benefits including faster turnaround times, significant cost savings and access to expert knowledge.

Managed Outsource Solutions (MOS) is one of the leading players in medical records outsourcing. Our highly experienced and knowledgeable team provides exceptional service while guaranteeing industry compliance and utmost confidentiality of sensitive healthcare information.