Medical Records.
Our Specialty.
Unique needs
BrainCore understands that medical records have their own unique needs. Your
files are likely to be more active than most, and their immediate importance
is unsurpassed.
Using Your Experience
Regular records are typically packed into boxes, and your administrative,
financial and personnel records are likely to be stored this way. However,
you probably put your patient records on shelves with color-coded tabs
facing out. You’ve found that this system is most efficient for quickly
locating a file. We agree. That’s why we offer open shelf filing.
Rapid Access Through Individual File Barcoding
At BrainCore, we organize your active or semi-active patient files by barcoding
every single one of them. We then collect any information you may use to
identify each record, such as name, patient number, birth date, last seen
date, and so on. This information is made available on-line for your reference
and ordering. We will likely create custom barcodes that use your own patient
numbers so that you can expand barcode scanning to your office using our
software if you desire. And we can integrate our software to your internal
systems as necessary or desirable.
Linear Configuration
Your records are placed on shelves very much like the ones you use internally,
except our shelves go up thirty plus feet. The barcode on each file is
scanned along with the barcode for the exact location of storage so that
locating a record among the millions we manage is a snap.
Radiology
The same methods are available for your radiology records, including CTs,
MRIs and PETs. Of course, your records will be much heavier than paper,
and we have designed our facility and racking to safely accommodate them.
If you are using digital systems, our vaults provide security for your
backup optical disks or magnetic media.
Combination and Remediation of Filing Systems
Many of your patients have multiple volumes (or “parters”). It
is not unusual for those records to be separated over time, and for new records
to be created for the same patient. Additionally, patients may use more than
one name during their treatment due to change in marital status. You may
also have combined practices with different ways of organizing patient records
(alphabetical, straight numerical, by date or terminal digit) or migrated
to a new medical record numbering system. All of these factors have the potential
to wreak havoc in your identification of patient files. BrainCore can help
you to create and maintain the consistency necessary to quickly and accurate
identify files.
Purges and Destruction
From time to time, you will need to move records from your offices to our
facilities. Our staff is trained to assist you in expediting these purges,
using our specially-designed equipment. Further, you can take advantage
of our expertise in destruction. We offer shredding for paper records,
and silver reclamation for radiology. Separation of baseline mammograms
from ongoing films is also available. Finally, you may wish to move your
oldest records to box storage for economy. We will inventory, box and shelve
your records for you.
HIPAA
BrainCore is intimately familiar with the requirements of HIPAA in patient
privacy, and will work with you to create a written business partner agreement
that covers record confidentiality while under our management. By barcoding
each file and filing randomly (only the computer system can easily identify
the location of a specific record), BrainCore provides an extra level of
protection for you.
