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.

At Vital Records Control, we provide a full suite of Health Information Management (HIM) services that deliver the industry expertise, people and innovative technology.  Our solutions not only help simplify and streamline your PHI needs but augment your workflow.

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.

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Release of Information (ROI)

Secure and Compliant Release-of-Information

Medical record processing, also known as the release-of-information to authorized requestors, is a challenging task that places strain on medical staff. If you’re a healthcare provider in search of a more productive alternative to handling your medical record requests in a HIPAA-compliant manner, Vital Records Control can help.

Our highly-trained experts exceed HIPAA compliance to ensure the safe and timely processing of your various medical records requests:

  • Patient Transfers
  • Continuing Care Requests
  • Insurance Requests
  • Attorney Requests
  • Disability Requests
  • Subpoena Requests
  • HEDIS Requests
  • Deceased or Departing Physicians

When a medical record is summoned from your facility, our HIPAA-certified specialists follow a 12-point checking process before a requested file is processed. Once requests are processed, our Quality Assurance team follows a stringent protocol checking for accuracy before the delivery of data to an authorized party.

HITRUST-Certified ROI Portal

Our convenient release-of-information (ROI) portal affords you control over the arduous processing, delivery, and record retention requirements to meet and exceed HIPAA regulations. With expedited delivery, advanced reporting and billing capabilities, our innovative release-of-information (ROI) portal is designed to help your practice operate more efficiently and profitably.

Our ROI portal capabilities include:

  • 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

Flexible, Tailored ROI Solutions

Medical Records Delivery


Daily or Weekly Deliveries


Customer Support


Dedicated Customer Support, 24/7


Hospital Facility


Centralized from Your Main Headquarters


Treating Every Medical Record Request as a Priority

Unlike other medical record service providers, we understand your medical records need to be delivered promptly and treat every record request as a priority. Additionally, we limit the release of a paper medical records through the mail. Your medical records can be uploaded to a highly secure e-delivery portal or delivered to you with up-to-date tracking information. All data is secured on a CD with password protection when provided to authorized parties.

Each account is assigned a customer service rep to perform all the release-of-information services for your medical facility. Our representative acts as a liaison with requestors, eliminating unnecessary phone calls for your practice.

Questions regarding medical record requests? Please contact:

(972) 399-0914

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

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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.

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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.

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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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