Safe management of patient records: Best practices including outsourcing!

In today's world, the safe management of patient records is more important than ever. With the increasing digitization of healthcare, medical records, and the threat of cyberattacks, healthcare organizations need to take the necessary steps to protect patient privacy and ensure the security of sensitive information. Therefore, implementing a safe management of patient records is essential. In this article, we will discuss some of the best practices that healthcare organizations should follow to manage patient records safely and securely. By implementing these practices, healthcare organizations can safeguard patient data and prevent potential data breaches.

Meanwhile, a valuable solution for healthcare organizations looking to manage patient records more efficiently and securely – is absolutely outsourcing. By outsourcing record-keeping to a reputable third-party provider, healthcare organizations can benefit from the provider's expertise and resources, while also freeing up staff time and reducing the risk of errors. Additionally, outsourcing can help organizations meet compliance requirements and maintain regulatory standards related to record-keeping. However, it's important to choose a provider that has a strong track record in managing patient records and adheres to strict security protocols. This will help ensure that patient privacy is protected and that records are properly managed.

First, what exactly consists of medical records management?

Medical records management involves the systematic creation, storage, organization, and maintenance of medical records for individuals receiving healthcare services. Medical records may include a patient's medical history, diagnosis, treatment plan, medication records, laboratory and imaging results, and other important information related to their healthcare. 

The management of medical records also involves ensuring compliance with regulatory requirements related to the collection, use, and disclosure of patient health information.

Difference between EMR and EHR

EMR (Electronic Medical Record) and EHR (Electronic Health Record) are often used interchangeably, but there are some differences between the two:

EMR - An electronic medical record is a digital version of a patient's paper chart that contains medical and treatment history within a single healthcare organization. An EMR typically contains information such as diagnosis, medical history, medication history, laboratory and imaging results, and treatment plans. EMRs are designed to be used by healthcare providers within a single organization and are not easily shared with other healthcare providers or patients.

EHR -  An electronic health record is a digital record of a patient's medical history that is designed to be shared across multiple healthcare providers and organizations. EHRs contain all the information included in an EMR, as well as additional information from different healthcare providers and organizations, such as allergy lists, immunization records, and social determinants of health. EHRs are designed to be accessible by authorized healthcare providers across multiple healthcare settings and can improve care coordination and communication between providers.

To sum up, EMRs are focused on the medical treatment within a single healthcare organization, while EHRs are designed to provide a comprehensive view of a patient's health history across multiple healthcare organizations and settings. 

Why is effective medical records management so important?

Effective medical records management is critical for providing quality healthcare and maintaining the privacy of patient health information. Medical records provide healthcare providers with important details about a patient's medical history, which can help inform treatment decisions and improve patient outcomes. 

Accurate and up-to-date medical records also enable healthcare providers to identify patterns and trends in patient health, monitor progress over time, and track the effectiveness of treatments. 

Medical records contain sensitive information that must be protected from unauthorized access, disclosure, or theft, making effective medical records management essential for ensuring patient confidentiality and compliance with regulatory requirements.

Additionally, effective medical records management helps to ensure that healthcare providers comply with legal and regulatory requirements related to the collection, use, and disclosure of patient health information. Failure to comply with these requirements can result in legal and financial penalties.

To sum up, effective medical records management can provide numerous benefits, including improved patient care, increased efficiency, enhanced privacy, compliance with legal and regulatory requirements as well as support for research and public health.

So, what happens when there’s poor medical records management or no management at all?

Poor medical records management or unmanaged records can have serious consequences, including:

• Medical errors

Incomplete or inaccurate medical records can lead to medical errors, including misdiagnosis, inappropriate treatments, and medication errors, which can result in harm to patients.

• Legal and regulatory non-compliance

Poor medical records management can result in non-compliance with legal and regulatory requirements related to the collection, use, and disclosure of patient health information. This can lead to legal and financial penalties for healthcare providers.

• Breaches of patient privacy

 Inadequate security measures and poor access controls can result in unauthorized access, disclosure, or theft of patient health information, which can violate patient privacy and confidentiality.

• Inefficiencies and duplication

 Poor medical records management or no management at all can result in inefficiencies and duplication of effort, as healthcare providers may need to spend additional time and resources collecting and reviewing patient information.

Overall, unmanaged, or poorly managed medical records can compromise the quality of patient care, put patient privacy at risk, result in legal and financial consequences for healthcare providers, and lead to inefficiencies in healthcare delivery. It is essential for healthcare organizations to implement effective medical records management practices to ensure the accuracy, completeness, and security of patient health information.

Here's why outsourcing is the solution to effective medical records management

Handling patients’ records management to trusted third parties is one of the wisest alternatives for healthcare providers because it gives them numerous benefits, including:

• Reduced costs

Outsourcing can be a cost-effective alternative to managing patient records in-house, as third-party providers can provide services at a lower cost, with no errors or risks for data breaches.

• Improved accuracy and quality

Third-party service providers can help improve the accuracy and quality of patient records. Specialized companies can leverage their expertise, knowledge, and experience to ensure records are complete, accurate, and up to date.

• Enhanced security and privacy

Outsourcing providers are typically experienced in data security and privacy regulations, and can implement robust measures to protect patient data from unauthorized access, cyber threats, and data breaches.

• Compliance with regulations

Third parties can help healthcare organizations comply with regulations such as HIPAA, GDPR, and other data protection laws.

• Increased efficiency

 Outsourcing providers can use advanced technologies and processes to improve the efficiency of record-keeping operations, reducing turnaround times and ensuring that patient records are accessible when needed.

• Access to specialized expertise

These providers can offer specialized expertise in areas such as coding, billing, and data analytics, helping healthcare organizations to optimize their operations and improve patient outcomes.

• Scalability and flexibility

Outsourcing can provide healthcare organizations with the flexibility and scalability to adapt to changing business needs. Providers can offer customized solutions that can be scaled up or down as needed, depending on the organization's needs and budget.

• Improved focus

Handing the management of patient records to third parties can free up internal resources and allow healthcare organizations to focus on their core competencies, such as patient care, research, and development.

5 tips for outsourcing management of medical records

Now that you know that outsourcing is a smart choice for healthcare organizations, you need to keep in mind these tips for choosing the right third party.

• Choose a reputable provider

   Look for a provider with a proven track record of delivering high-quality record-keeping services to healthcare organizations. Research the provider's background, reviews, and certifications to ensure they have the necessary expertise and experience to manage your medical records.

• Understand the provider's security protocols

Make sure the provider has robust security measures to protect patient information's confidentiality and privacy. Ask about their data encryption, access controls, and backup and disaster recovery plans.

• Define your needs and expectations

Be clear about your requirements and expectations for record-keeping services. Define the scope of work, turnaround times, and any specific protocols or procedures you want the provider to follow.

• Establish communication channels

Set up regular communication channels with the provider to ensure they are meeting your needs and expectations. Establish clear lines of communication for reporting issues or concerns, and make sure the provider is responsive and accountable.

• Monitor performance and quality

Monitor the provider's performance and quality regularly to ensure they are delivering the level of service you need. Conduct regular audits and reviews, and address any issues or concerns promptly.

Other practices for improving patients’ records management, other than outsourcing

By following these practices, you can ensure that patient records are managed safely and securely:

• Limit access

Only authorized personnel should have access to patient records, and access should be granted on a need-to-know basis. Establishing roles and permissions can help control access to specific records.

• Use strong passwords

All user accounts should have strong passwords that are difficult to guess. Passwords should be changed regularly and should not be shared with anyone.

• Encrypt data

Patient records should be encrypted to protect them from unauthorized access or data breaches. Use strong encryption methods for data at rest and in transit.

• Use secure networks

 Secure networks and protocols should be used to protect the transmission of data. This includes using secure communication channels for sending patient records and using secure email systems.

• Keep records physically secure

Physical records should be kept in a secure location, such as a locked cabinet or room. Only authorized personnel should have access to these records.

• Train staff on data protection

 All staff members should receive training on data protection, privacy, and security policies. This includes training on how to handle patient records and how to report any security incidents.

• Regularly review security measures

Regularly review and update security measures to ensure they are up-to-date and effective. This includes reviewing access controls, security policies, and security software.

Let’s work together!

At We Are Fiber, we understand the importance of a safe management of patient records. As a leading provider of outsourcing solutions for healthcare organizations, we offer comprehensive record-keeping services that are designed to meet the unique needs of each client. 

Our team of experts has years of experience in managing patient records and follows strict security protocols to ensure patient privacy and data security. If you're looking to outsource your record-keeping and improve the safety and efficiency of your operations, contact us today to learn more about our services and how we can help.