If you collect medical records, we can help: More than a decade of experience in APS Chart retrieval operations for healthcare delivery, complete medical record retrieval for research, chart retrieval for insurance, and detailed, annotated medical record retrieval with HITECH option for legal application means we understand some of the nuances of the record acquisition process. Our processes are HIPAA Certified, ISO quality compliant, ISO Secure, reputable (BBB) and our attention to detail is unparalleled. From request creation, to record organization, chronologies, and summaries we are deeply engaged in the medical data transmission process. Telegenisys provides both consulting and outsourced teams to streamline and accelerate medical record retrieval. We provide research and free resources to help organizations who need to collect records. When our clients are comfortable with the process we provide outsourced teams to do the work of implementing a superior record collection process. You can count on us for results and cost savings. Most of the unpredictable and expensive outcomes in medical record retrieval requests stem from some of the following root causes:
- Inability to rapidly identify which provider has the record.
- Improper request formats that do not establish authority and scope of the request.
- Inappropriate expectations from providers that have published a policy on cycle times.
- HITECH requests that do not inform the provider of legal requirements.
- Trying to negotiate copy costs without concern for the time of the provider.
- Skipping use of appropriate LOR (Letter of Representation) or authority (subpoena etc.)
- Use of third-party copy services that delay the process in some states.
- Not taking advantage of electronic delivery of records.
- Post-processing duplicates, non-client information, and sometimes bad data.
We are also busy creating solutions for our clients. Some of these are:
- Integrated charts that are hyperlinked by using an extensible document object model.
- Event-based medical document organization that provides a searchable context for records based on provider type, event type, date, context, and summary.
- Automatic reference creation by using advanced annotation of ICD 10 billing codes and National Drug Codes (NDC) to help users of medical records.
- Our technology group is creating an advanced record request tracking system that integrates with third-party document systems using extensible and standard data exchange format.
Here are some free resources we have prepared for you. Working with healthcare provider databases can he hard. Here are some resources to help you create a comprehensive solution. If you already have a mature medical record retrieval process reach out to us if you need a team to process record collection work (800)-510-9053.
Free White-paper : Rapid and precise healthcare provider identification using the National provider index
US department of health and human Services (CMS group) has created a database of over 5 Million healthcare providers. Virtually anyone paid by insurance in the US has an NPI registration and this identity uniquely identifies a provider. The database also exposes affiliations to group practices and hospitals to help determine who has the medical record required. Telegenisys has published a white paper to help you deploy the process. The whitepaper is free and you can request it here. With new end point data in this database users will be able to reach healthcare providers through email.
Free normalizing scripts for NPI database
HHS.gov also provides a data dissemination zip file https://www.cms.gov/Regulations-and-Guidance/Administrative-Simplification/NationalProvIdentStand/DataDissemination.html that you can download and search through however you want. The problem is that the tools you normally use to look at data files probably won’t do you any good because the source file is both too long and too wide for easy use. The length of the file is understandable. There is after all at least one line per healthcare institution or doctor’s office. For most uses, the data can be filtered out to, say all Hospitals in Texas. That will bring the length down to a manageable size, but the npi data file is still too wide. At last count, this file had 329 columns, and it tends to grow with each release. Reach out to us to get normalization scripts here. Email us at email@example.com, and we’ll send you a copy of our scripts every time HHS changes their schema. I.e., with every release of their database.
Many of the unpredictable outcomes originate from the format and nature of the medical record retrieval request.
To streamline the request process the package a retrieval company develops must recognize how healthcare workers are trained to fulfill document requests. If you need help to develop an effective request package reach out to us. Here is a good reference on how healthcare workers look at and process record requests: http://bok.ahima.org/doc?oid=85544 . Relevant portion begins at “Processing the Request”
Team management & attribution
When our teams are applied they help create a full audit trail as required by HIPAA laws. Our external HIPAA audits reaffirm our implementation.
- Dynamic knowledgebase creation for change management on our intranets.
- Full attribution spreadsheets of who touched records in any stage.
- Full case management using our Asana platform for project management.
- Full client communication access including voice and screen-share using the encrypted Slack platform.
- Frequent client meeting to ensure compliance tracking.
Our teams are dedicated to results no matter how challenging the work procedure.
Medical record organization
Fees negotiations are vital to any medical record retrieval process and can reduce third-party request cycle times while lowering costs for client users.
Attorneys are increasingly using The health information technology for economic and clinical health act or HITECH Act of 2009 to lower costs for obtaining medical records. Three elements of this Act allow representatives and patients to lower costs:
- Has the Right to obtain a copy of their E-Health Records (EMR/EHR).
- If the record is available in electronic form, “any fee” that a provider may impose, “shall not be greater than the entity’s labor costs in responding to the request for the copy.”
- The patient has the right “to direct the covered entity to transmit such copy directly to an entity or person designated by the individual.” This includes several entities including lawyers.
Request tracking system
Telegenisys has developed a record collection software solution to track and invoice record requests to completion. The platform includes a delivery system that is HIPAA compliant and can be customized to client policies and application specifics. The system features:
- Custom interfaces to pickup client requests.
- NPI resolver for identifying location of records.
- Full call center module to followup on open requests.
- Highly automated time saving templates for fax and email integration.
- Powered by industry standard databases.
- Fully integrated with our service teams.
For medical practitioners like pain clinics, brain and spine surgeons among others we create chart summaries that are reviewed by medical professionals. For legal applications, we create chronology supported by pain assessments, mass tort spreadsheets for multiple cases, medication comparisons etc. Many times attorneys require updates which are easily possible using our pdf embedded databases. For insurance, we produce life certificates, chronologies. We can create references for all ICD codes and NDC drug codes in a medical record for simple and rapid reference.