// RECORDS MANAGEMENT
// RECORDS MANAGEMENT
MEDICAL RECORDS CUSTODIAN
Medical Records Custodian Services For Retiring Physicians
Ensure HIPAA-compliant management of your patients’ records with our comprehensive custodial solutions.
Whether you’re closing a medical practice, a retiring doctor, or managing the estate of a physician, safeguarding patient records is essential. Our Medical Records Custodian and Document Storage services provide peace of mind by ensuring full compliance with all legal requirements. Record retention laws vary by state and region, but patients can request physical or digital copies of their records from us at any time.
What is a medical records custodian?
A medical records custodian is a person or organization legally responsible for storing and managing patient health records after a medical practice closes. This includes both paper charts and Electronic Health Records (EHR), which must be retained according to state and federal laws.
Custodians also ensure full compliance with HIPAA, protecting patient privacy and handling requests for records securely. By designating a custodian, physicians fulfill their legal obligations and give patients continued access to their health information after the practice has closed.
Comprehensive Medical Records Management
We offer end-to-end solutions tailored to your medical practice’s needs:
Secure Transfer & Storage
- Secure pickup & transport: We collect your records and move them to our secure, HIPAA-compliant facility.
- Storage of all formats: We retain paper records, x-rays, pathology reports, and electronic files for as long as required by law.
- Packaging support: Need help boxing your records? We can supply materials and assist with preparation.
- Long-Term Document Storage: We provide secure storage solutions for all medical documents, ensuring compliance with document retention laws and quick access when needed.
EMR & Data Support
- EMR extraction: Our team can coordinate with your EMR provider or handle data exports directly.
- Data conversion: We assist with format changes or custom migrations as needed to ensure long-term usability.
Release of Information Management
- Request handling: We process and fulfill all patient record requests in full compliance with HIPAA and state laws.
- Dedicated support: Patients can contact us directly with questions or concerns, and we manage the full request lifecycle.
Ongoing Access & Reporting
- Account manager access: You’ll have a dedicated contact for any questions after closure.
- Request tracking: We provide reporting on patient requests and response status.
Your Trusted Partner in Records Custodianship
Experience: Over 25 years of expertise in medical records management.
Compliance: Strict adherence to HIPAA and state-specific regulations.
Personalized Service: Dedicated account managers to guide you through every step.
Nationwide Coverage: Serving practices across all 50 states.
What our clients are saying
Frequently Asked Questions
What is a Medical Records Custodian?
A Medical Records Custodian designated entity responsible for maintaining and providing access to patient records after a medical practice closes. This includes managing document retention periods as required by law, so no important record is lost or retained longer than necessary.
What guidelines do I follow when closing my medical practice?
Each state has its own regulations for closing a medical practice and transferring patient records. These laws can vary and change over time, but Emerald stays up to date on the latest requirements and will guide you through every step to ensure full compliance.
How long are records retained?
Retention periods vary by state; we ensure compliance with all applicable laws. Check your state’s requirements here.
How do patients request their records?
Patients can contact us directly via phone or our online request form. Here’s a simple overview of the process:
- Submit a Request Form: Patients must complete a medical records request form, either on our website or provided by mail upon request.
- Processing: Our records request team will process the request and provide an update.
- Delivery of File: Records can be delivered electronically via a secure portal, mailed to a physical address, or faxed to a healthcare provider, depending on the requestor’s preference.
How can I find a medical records custodian?
Reach out to Emerald using the form below or give us a call at (631) 435-2900. We’ll take care of the entire process, so your records — and your patients — are in good hands, and you can focus on enjoying what comes next.
Ready to Secure Your Patient Records?
Contact us today to learn more about our Medical Records Custodian services and ensure a smooth transition for your practice.
Or give us a call at (631)-435-2900
