Health Information Management

Confront healthcare complexities with confidence

Health Information Services Logo at Vital Records Control

Health Information Management

The Electronic Medical Records (EMR) evolution in healthcare has arrived along with an entire new set of Health Information Management (HIM) challenges for hospitals, physicians, and clinics. New federal guidelines now tie both hospital reimbursement and HIPPA compliance to EMR implementation with significant fines for non-compliance. Furthermore, many hospitals still operate out of multiple repositories, making accurate retrieval of Personal Health Information (PHI) difficult.

Luckily, Vital Records Control provides a full suite of Health Information Management (HIM) services that deliver the industry expertise, people and innovative technology to not only simplify and streamline your PHI need but augment all your medical records management workflow requirements.

What you gain:
  • Accelerated revenue with reduced overhead fees
  • Advanced control over Release of Information (ROI) requests
  • Compliance with HIPPA regulations and IG (Information Governance) policies
  • Prevention of unnecessary lawsuits and data breaches
  • Increased patient and physician satisfaction

Holistic Solutions for Every HIM Challenge

Our primary focus is to provide you with peace-of-mind knowing that highly-trained experts are handling your PHI confidentiality needs and management of records. With solutions including the release of information (ROI), medical records scanning, MPI data integrity to document storage, we implement a holistic plan that sets you up for a healthy success.

Our healthcare information management services include:
  • Master Patient Index (MPI) data integrity
  • Recovery Audit Contractor (RAC) auditing
  • Release of Information (ROI) request fulfillment
  • Compliant records retention programs
  • Quality assurance (QA) and data mining
See how we can help start a HIM plan that's right for you.

Release of Information (ROI)

Accelerate Processes and Revenue

In order to keep up with the demanding healthcare environment, you’ve chosen to outsource ROI processes. However, you’ve found that most ROI outsourcing companies lack the sophisticated software and automated workflow processes to share any profit with providers.

With Vital Records Control, you can receive a comprehensive ROI solution that not only streamlines tedious administrative tasks, but one that helps generate revenue for your business.

Online ROI Management

Our online ROI management platform affords you control over the arduous processing, delivery, and record retention requirements to meet and exceed HIPPA regulations. With expedited delivery, advanced reporting and billing capabilities, our innovative ROI management platform is designed to help your practice operate more efficiently and profitably.

Key features of online ROI management:
  • Detailed tracking for PHI releases including date, time and accessed files
  • Provides QA (quality assurance), packaging, delivery and comprehensive audit reporting
  • A/R functions including automated invoice generation and tracking of paid/unpaid invoices
  • Same-day request fulfillment satisfaction

Electronic Medical Records (EMR) Transition 

With Vital Records Control’s medical record scanning services, hospitals and clinics of all sizes can transform existing medical records into high-quality electronic formats. Our digital scanning and imaging solutions adhere to strict quality control standards and offer both electronic and physical delivery of images. Whether your medical records are EMR-ready or paper-based, our custom scanning solutions transition your office into a more digital, productive workplace.

Our medical records scanning services include:
  • Back Log Scanning – Our data centers scan large document archives and transition them into valuable digital formats while integrating them with your existing electronic medical records.
  • Day Forward Scanning – Our team works with you to address your incoming paper stream and formulates a digital solution that administers regulatory compliance and efficiency throughout your medical practice.
  • HIPPA Compliant Cloud Hosting – Concentrate on operating and growing your business by letting us host your images. With our online image hosting solutions, you can achieve automation and regulatory compliance in an accountable way.
Medical records we scan:
  • Microfiche
  • Microfilm
  • X-ray/Radiography
  • Ultrasounds
  • Mammograms

Onsite Staffing Support

In order to provide you with the most comprehensive records management solutions, we offer onsite and remote staffing support to manage all your document scanning, records storage, media vaulting and destruction needs.

See how you can automate workflow and increase revenue.

Data Integrity

Manage Consistent and Accurate Healthcare Information

A patient’s complete medical history should be immediately available to medical staff when a patient requires treatment. However, if a patient has more than one medical record number in their MPI and their history is divided, the results can be life-threatening. Furthermore, if demographics and insurance information is incorrect, there can be a substantial negative impact on reimbursement for your facility.

Fortunately, Vital Records Control offers solutions for reducing the number of duplicates and further improving the information necessary to treat patients and to bill those services correctly. Our data integrity team is highly trained in investigation and remediation of data errors. We work with you to create improvement and maintenance plans to minimize the risks and costs associated with records management.

Our systems and procedures are HIPPA and HITECH compliant, therefore ePHI exchanges are secure.

What can improving data integrity do for your facility?
  • Complete medical histories can be easily located by HIM staff
  • Patients will receive appropriate treatment in a timely manner
  • HIM and accounting staff members are enabled to work more efficiently, therefore reducing overhead costs and financial losses associated with incorrect treatment or working insurance denials
  • Mitigate threat of lawsuits due to inadequate or incorrect treatment
See how we can securely manage your health information throughout its lifecycle.

Medical Coding Service

Automate coding workflow

The point of a file coding system is to organize records into categories, which makes it easier to retrieve them. However, with so many files to index and categorize, the coding process can be overwhelming. You need a more organized, efficient strategy to set your office up for success.

With Vital Records Control as your information management partner, you can implement a structured file classification system that better contributes to the overall goals of your medical clinic or business. Our innovative ChartFlow coding software scans and uploads charts from your facility, allowing you to route charts to coders remotely. Your organization will be enabled to augment workflow while gaining instant retrieval of your most confidential records.

ChartFlow Coding Software Features:

  • Scan and upload charts from your hospital, clinic or business
  • Securely route charts to remote coders
  • Web accessibility to manage, index and categorize your records
  • Monitoring of coder productivity
  • HIPPA and HITECH compliant web interface
See how you can initiate coding workflow.

Medical Records Scanning

Easily and quickly retrieve the records you need.

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Records Storage

Comply to medical record retention regulations.

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Media Backup and Electronic Vaulting

Store confidential electronic records in secure, climate-controlled vaults.

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Secure Shredding and Destruction

Turn medical records into eco-friendly recyclables.

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