Medical Records Indexing

Medical Records Indexing in actuality refers to collecting and storing all patient-specific data. Medical Records Indexing is a vital component of the Medical Billing process as it involves storing and organizing information like the patient’s demographics, medical and treatment history all in one place. Integrating and storing of data in a single place makes for easier access, review, verifying and retrieving information as and when required. If the documentation is clear and coherent, then it is helpful to the individual who is accessing information from among a bunch of medical records.

Importance of Medical Records Indexing

In our fast-paced lives and day-to-day existence, newer medications, drugs and medicines have proved to be a boon for many diseases and sicknesses. Similarly, newer infections, illnesses, bugs and viruses too have people rushing to clinics and hospitals for identifying the cause and availing necessary treatment. In such a scenario, most medical practices, medical offices and billing offices have more medical records than they can handle. But as per a federal government mandate, they cannot destroy or archive any old medical records for at least seven years. Therefore, the need to electronically index medical records which are organized under different identifiable categories becomes very essential.

  1. The government mandated law makes it mandatory that medical records are maintained for at least seven years.

  2. There is a lot of time-saving here, as indexing medical records is easier to search and seek out patient information.

  3. All patient records are safe and will not be destroyed by any accidents, disasters or pests when the records are stored electronically.

  4. When medical records are indexed, it saves up space and easier to get.

  5. All relevant patient-related information can be archived. This includes personal details, insurance details and other related information.

  6. It is easy to access patient information from any place or location.

The medical indexing services at HealthPay Inc. include EMR or Electronic Records Storage and managing medical records under different and easy to find categories like medical specialties, insurance information and ID card, patient details that includes personal information, clinical history, medical charts and reports, service provider observations and EOBs in the electronic medical record etc. Our skilled team members who have the understanding and are familiar with the process are assigned to the project.

Typically, we at HealthPay Inc. follows a procedure in indexing the medical records. The same is listed below:

  • Transfer of documents from the provider to our facility. Most of these documents will be the scanned version

  • Accessing and recording these scanned documents

  • Indexing, cataloging and categorizing the records

  • Strict quality controls are in place

  • HIPAA and other compliance policies are mandated for indexing