Medical records management benefits patients, healthcare providers, employees, and the general public.
Doctors, in particular, are ethically responsible for managing patient medical records properly. Here are the most essential things you must learn about medical records management.
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What Is Medical Records Management?
Medical records management is the practice and process of collecting, maintaining, managing, searching, protecting, updating, retrieving, and destroying patient medical records. As healthcare systems adopt digital tools, medical records management has slowly transitioned from paper-based to computer-based healthcare records management systems.
The National Library of Medicine shares that the healthcare system has become more complex, processing an unprecedented amount of data. Present-day healthcare demands complete, accurate, and readily accessible patient information. Therefore, modern medical records management should be computer-based and capable of handling high-resolution multimedia.
Importance of Medical Records Management
The importance of medical records in hospitals cannot be overstated. Efficient management of these documents is critical for various reasons:
Improves healthcare delivery
Effective healthcare records management systems result in timely healthcare delivery. Physicians can avoid sorting through hundreds of patient records. They will also be able to keep their files organized and ready for the next patient visit.
Helps providers comply with healthcare laws
Federal law requires physicians to comply with the Health Insurance Portability and Accountability Act (HIPAA), which provides strict regulations regarding patient privacy and medical information availability. Protected health information (PHI) should remain confidential, limiting access to authorized entities.
Ensures patient safety
Maintaining proper documentation ensures that patients get the care they deserve. Allergies, medications, and previous treatment plans should be meticulously collected to prevent medical errors and adverse reactions.
Helps in proper billing and reimbursement
Inaccurate medical documentation has far-reaching consequences. A study from the Journal of the American Medical Informatics Association states that such errors in health records management not only lead to inappropriate care but also to billing discrepancies.
Contributes to research and public health
Medical records are more than just patient histories–they’re a treasure trove of information that can drive medical research and public health initiatives. By gathering and anonymizing these records, researchers can uncover new insights and better treatments. These records also help public officials monitor disease outbreaks, track health trends, and evaluate how well public health interventions are working.
Empowers patients
Electronic health records (EHRs) put important health information right at the patient’s fingertips. Today, patients can access their medical records online and stay more involved in their personal care, ask informed questions, and make better decisions about their health.
What Does Medical Records Management Include?
Healthcare records management should include both paper-based and computer-based patient records. When managing a medical record management system, consider these factors and requirements:
- Collecting patient data, including medical histories, diagnosis, test results, and follow-up care
- Accurately recording patient data whenever details need to be collected, updated, or modified
- Regularly checking records to make sure they’re complete, accurate, and consistent
- Organizing paper and electronic records efficiently to avoid loss, damage, and unauthorized access
- Securely sharing medical records with other healthcare providers to allow continuity of care
- Allowing patients to view their own medical records
- Choosing skilled medical records managers and staff
- Keeping medical records management software secure using encryption tools, passwords, and other security practices
- Deciding how long to keep medical records and developing lawful retention guidelines
- Safely getting rid of records that are no longer needed, making sure PHI is completely shredded or erased
- Choosing one of the best EHRs for hospitals to keep healthcare data accurate
- Making sure medical records can serve as reliable evidence if they’re ever needed in a legal situation
- Always handling patient data with respect and care
Benefits of Medical Records Management
Efficient records management improves healthcare delivery, making it easier for providers and facilities to access, retrieve, and update patient information. Here are its multiple benefits:
Easy access to vital medical information
Medical records management through electronic health records (EHRs) and medical records (EMRs) has transformed how providers access and store medical information. Instead of searching through a mountain of paper files, access to specific records is possible with just a few clicks. It’s also easier to monitor and update patient information in real time.
Data availability in emergencies
Modern medical records management systems help providers retrieve medical records during emergencies faster. It also enables providers to respond to life-threatening events promptly. When a situation calls for immediate medical intervention, having easy access to vital medical information can significantly improve patient outcomes.
Less costly and more convenient healthcare
Proper and efficient medical record management can significantly reduce healthcare costs. At the same time, it offers convenience with shorter waiting times and less paperwork. It also enables healthcare providers and facilities to focus more on improving patient outcomes instead of getting bogged down by endless administrative tasks.
Integrate Fax Into Medical Records Management Systems With iFax
Incorporating fax into your medical records management systems might sound dated, but not with modern solutions like iFax.
iFax is a HIPAA-compliant online fax solution and a must-have for today’s healthcare providers. It can easily integrate with EHR systems, allowing you to send and receive patient data quickly and securely without worrying about data breaches. You fax medical records seamlessly and automate workflows to save effort and time.
Schedule a free demo now. Learn more about its secure integrations and support for faxing directly from your medical records management system.
