The healthcare industry has undergone significant changes over the years, transitioning from walls of paper files to digital records. Electronic health records (EHRs) are now a vital part of medical record keeping. However, when a physician closes their practice, they remain responsible for protecting, preserving, and ensuring the availability of patient records, regardless of their format. EHRs include a wide range of patient data such as demographics, diagnoses, medications, vital signs, and lab test results. This shift has enhanced the longevity and accuracy of personal health information (PHI).

The duty to safeguard patient health information extends beyond the closure of a practice, ensuring continuity of patient care and security of their records. Transitioning to electronic records requires meticulous planning and selecting a reliable records custodian. Here are key elements to consider when choosing a custodian for your electronic records storage:

Data Security

A top-notch records custodian prioritizes security. Look for:

• Advanced Surveillance Systems: Ensure the facility is monitored continuously to prevent unauthorized access.
• Access Controls: Only authorized personnel should access the records.
• Protection Against Breaches: Safeguards should be in place to prevent data theft and breaches.
• Redundant Systems and Data Backups: These measures ensure data integrity and availability, even in case of a system failure.

Organization

Proper organization is crucial for efficient records management:

• State-of-the-Art Indexing: This process ensures records are well-organized, easy to find, and professionally presented. Effective indexing is vital as some patients’ current and future health depends on the availability of their past health records.
• Easy and Secure Accessibility: Past patients should be able to obtain their records quickly and securely, without confusion or delays.
• Compliant Destruction: When the retention period lapses, records must be destroyed securely, ensuring they are no longer retrievable. This prevents information theft and misuse even after the records and patients’ lifespans.

Eliminate Subscription-Based Service Dependency

Your records custodian should transfer your medical data away from third-party electronic medical records (EMR) systems to ensure:

• Availability Throughout the Full Retention Period: Your records should remain accessible without being affected by the third-party system’s cost or lifespan.
• Avoidance of Additional Costs: You should not incur unnecessary expenses during the retention period.

Guarantees

A reliable records custodian offers several guarantees:

• Patient Care: The custodian should continue the quality of care you provided to your patients. Even after your practice closes, your patients deserve the same respect and dignity.
• Known Costs: The cost structure should be clear upfront, with no hidden fees or ongoing subscription costs.
• HIPAA Compliance: Continuity of compliance with HIPAA rules is essential. The storage of your electronic records must adhere to these regulations, ensuring privacy and protection even after your practice has closed.

Proven History

Choosing a custodian with a proven track record and positive testimonials from clients is essential. A company recommended by others can help you avoid unexpected issues and minimize frustration for your patients.

Cariend provides electronic records storage for closed businesses, including medical practices. We comply with HIPAA rules and store records in a secure, NAID AAA-rated facility. If you are closing your medical practice, contact us at 855-516-0612 for assistance.