Understanding Compliant Medical Records Storage

March 17, 2009

Compliant medical records storage involves the organization and proper storage and retrieval of patient information according to HIPAA laws and other regulations. Retrievex is a records management and storage company with expertise in managing patient records.

A medical facility must have a system for medical records storage so that information is organized and protected, and is easily accessible to authorized users. When storage is done correctly, it is cost effective, frees up valuable space, and ultimately improves patient care. There are federal and state regulations which ensure that medical records are controlled and stored properly, and HIPAA regulations control the Release of Information (ROI). These are designed to protect the patient and their health information.

To be compliant with regulations once medical records have been collected for storage, they must have an indexing and coding system allowing quick retrieval and access to authorized users. The system must also allow for access to the records if they are stored in numerous places, or if the patients have multiple doctors. This may involve accessing different types of media stored including paper copies, films, and electronic records. There are methods of converting multi-media records into more efficient electronic versions, which add to the ease of coordination. Quality control is crucial for the protection of records, and patient information must be protected from disaster, loss and damage, as well as privacy.

HIPAA requires that health records must be kept confidential and secure in a storage facility. Electronic data cannot be accessed by anyone who is not an authorized user, and one must use a password and ID to access the information. The ROI of medical records must be done with appropriate authorization to be compliant with HIPAA. A medical records storage facility must take precautions to prevent the loss of medical information. Privacy must be always protected, even in a computer emergency when records need to be restored.

Retrievex manages and stores records, including medical records, in state of the art facilities, and offers customized technologies for information access. Retrievex.com manages medical records storage, complying with all government and HIPAA regulations.

Bio: Grace Enderlein is a freelance writer and editor. “What is Needed for Compliant Medical Records Storage” notes the need for medical records to be stored and retrieved according to regulations. Retrievex.com is a medical records storage facility.

For more information on records management services, call 888.869.2767.