Introduction to managing health records inside Carepatron

Medical Records Policy and Procedures by HIPAA

When it comes to EHR for medical billing, you need to have medical record compliance to ensure that you are fulfilling legal obligations. You must consider all of the following aspects:

1. Medical records security & medical records storage - You need to protect against any potential security threats in addition to having the right software and hardware systems in place to monitor personnel access. There should be limited access regarding who can view and retrieve certain information, as everyone in the organization has different roles, as well as having staff that are educated on how to use the systems effectively.
2. Medical records access & release - The patient, or a designated representative, has the right to access medical records, and if a provider or insurer needs information, they must have permission. Because the information is sensitive, they may only share records with affiliates. To aid this process, the Fair and Accurate Credit Transaction Act (FACTA) also helps reduce consumer fraud and identity theft risks through restriction of release. 
3. Data destruction - This process involves destroying information to prevent it from being used for illegal purposes, and is done through specific methods. This may include shredding or burning paper records until it is illegible. For electronic records, they need to have overwriting software or have magnetic methods of destroying hard drives.
4. Retention timelines - There are also specific laws concerning the length of time that medical records need to be kept. For example, in Florida, you must keep records for five years. Keep in mind that this is different for every state and country, and therefore you need to conduct sufficient research to ensure these protocols are implemented properly in your practice.

Keys to successful medical records management

To have successful medical records management for your healthcare practice, you must consider these top tips:

1. Focus on your patients - Whether your practice focuses on technology or not, sometimes without realizing we aren’t maintaining eye contact, or we end up gazing at our screens when we should be interacting with the patient. Your patient needs your full undivided attention, and so make sure your body language reflects that you are present and responsive to the conversation. 
2. Keep interacting! - Even when you’re looking at the computer and analyzing data or tests, it’s good to inform your patient of where they may be falling short, and areas to improve. This also provides medical reasoning whilst enabling better communication with your patient. 
3. Prepare beforehand - Before you consult with patients, it’s best to have a read-over of concerns and problems before you start the session. This way you save time for more significant interactions in your EHR practice. 
4. Be timely - Make sure that you’re entering data at a good time. You don’t want to interrupt your patient in the middle of an important observation to write something down! Waiting too long can mean you may miss information too.
5. Try templates - Templates are a super helpful resource for you to enter data, and luckily, most EHR systems incorporate these into their software. This is much more convenient and can mean quicker processing and typing speed with less information being entered due to efficiency. 

Carepatron: An excellent electronic health record management tool

If this sounds complicated for you, that’s okay! 

Carepatron is one of the leading options for managing health records, and its software is designed in collaboration with healthcare professionals, for healthcare professionals. Every point of operation is made with your needs in mind and can help you easily become an EHR practice that effectively manages client information and data.

Transitioning towards an EHR system doesn’t have to be difficult, and with over 10,000+ healthcare professionals using Carepatron, you too can access a variety of features to elevate the quality of your practice. Following HIPAA guidelines, Carepatron provides a place for you to compose clinical documents, as well as having online payments and appointment scheduling. You can be assured that your information is secure, as well as having a place to access it all in one place! No matter where you are in the world, Carepatron’s platform will allow you to constantly stay connected.

Features and benefits of Carepatron's health record software 

There are various benefits to using EHRs with the SaaS Carepatron in your private practice, including:

1. Clinical documentation - Using resources and templates embedded within our advanced software, you can easily compose and review patient clinical notes. As one of the most important components of successful healthcare businesses, Carepatron’s clinical documents can guide you to consistently produce the best progress notes.‍
2. Appointment scheduling - No more phone calling, or tricky manual booking. With Carepatron’s appointment system, you can ensure you have an optimized schedule that takes advantage of any cancellations or rescheduling. Carepatron also provides free appointment reminders, which significantly reduce no-shows - nice!‍
3. Online payments - This is the fastest way to process finances for both you and your patients, whilst also minimizing the risk of delays and late payments. At the end of the day, you’re running a business, so efficient payment methods are always in your best interest. ‍
4. Bank-level encryption - Because you’re dealing with highly sensitive information, it is of utmost importance that you protect and assure patients their data is in good hands. With encrypted security protocol, you can rest easy knowing your records are safe. ‍
5. Keep up to date - Carepatron’s service means that all information is recent and that any changes reflect the current financial state of your business, as well as your patients’ conditions. ‍
6. Everything in one place - Joining Carepatron means establishing an integrated workflow system, where you can access patient data and information from one place. Essentially, you have a space where you can communicate with patients, process transactions, book appointments, as well as compose and review clinical notes. It’s never been easier for you and your healthcare team to organize evaluations and meetings, and you can guarantee it is the best way to deliver healthcare solutions. 

The best part is - you can use Carepatron for free with no hidden costs! The free plan is a great place to start, but if you’re looking to boost productivity and growth, then check out the professional plan at just $15USD per month. 

Conclusion

Health record management is the key to success in your healthcare clinic, providing solutions for both your healthcare team and your clients. Transitioning towards EHRs is the best decision you could make for your business, and with Carepatron, this can also be the easiest one.  

Carepatron is designed for small and large practices, with all of your needs in mind. It’s your one-stop-shop for everything concerning what it takes to successfully manage a healthcare practice, all whilst strengthening the professional relationships between you and your clients. As well as being HIPAA compliant, you can be assured that you have everything you need to implement effective and efficient business processes. 

So… what are you waiting for?

Further reading:

• Effective use of electronic health records
• 2021 Global Health Care Outlook: Accelerating industry change