Health Information Management

Confront healthcare complexities with confidence

Health Information Services Logo at Vital Records Control

Health Information Management Services

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, document storage, to secure destruction, we implement a holistic records management plan that sets you up for 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 protect your records and documents throughout their life-cycle.

Get in touch with us

Telephone Email Us Contact Form

Release of Information (ROI)

Accelerate Processes and Revenue

Outsourcing release-of-information (ROI) processes is a way to keep up with a demanding work environment. However, 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 release-of-information (ROI) solution that not only streamlines tedious administrative tasks but one that helps generate revenue for your business.

Online ROI Management

Our online release-of-information (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 release-of-information (ROI) management platform is designed to help your practice operate more efficiently and profitably.

Online ROI management provides you:
  • Detailed tracking of PHI releases including date, time and access 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
  • Secure patient portal/requestor portal for web delivery with 24/7 access

Retrieve ROI


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 easy-to-find 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 at the pace you need.

Our medical records scanning services include:
  • Back Log Scanning – Our data centers digitize vast 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.
  • HIPAA 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

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 we can help protect your records and documents throughout their life-cycle.

Get in touch with us

Telephone Email Us Contact Form

Data Integrity

MPI Data Integrity Services

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 are incorrect, there can be a substantial adverse 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 HIPAA 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 medical staff
  • Patients will receive appropriate treatment promptly
  • 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 inaccurate treatment


See how we can help protect your records and documents throughout their life-cycle.

Get in touch with us

Telephone Email Us Contact Form

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
  • HIPAA and HITECH compliant web interface


See how we can help protect your records and documents throughout their life-cycle.

Get in touch with us

Telephone Email Us Contact Form

Medical Records Scanning

Easily and quickly retrieve the records you need.

Learn More Get Started

Records Storage

Comply to medical record retention regulations.

Learn More Get Started

Media Backup and Electronic Vaulting

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

Learn More Get Started

Secure Shredding and Destruction

Turn medical records into eco-friendly recyclables.

Learn More Get Started