Release of Information Solution Brief
Simplify And Comply

Topics: Health Information Governance | Optimizing for Electronic Medical Records Transition

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What If You Could....

  • Standardize your PHI disclosure process and avoid penalties for noncompliance?
  • Gain full visibility into your ROI workflow and know that you can meet deadlines?
  • Stop manually tracking the status of ROI requests and performing timeconsuming administrative functions such as invoicing, fulfillment or collections?

Business Challenge

Keeping up with your current volume of Release of Information (ROI) requests can drain your limited resources. For this reason, you may have chosen to outsource your ROI process, only to find that your vendor is now falling short in meeting expected turnaround times. Whether you outsource Release of Information or process requests in-house, if your ROI isn’t handled properly and in a timely manner, your organization could face costly penalties for noncompliance.

It is hard to reduce risk when you must access records in one location and process ROI in another. Tracking records among multiple systems becomes complex, sometimes involving manual steps. This increases the chance for errors and delays, while creating blind spots along your ROI workflow.

Enterprise-Wide Compliance and Consistency

The Iron Mountain ® Release of Information Solution provides a scalable, secure and centralized approach to managing your ROI process. Overseen by ROI experts, it enables you to:

  • Integrate ROI with your recordsto ensure the security of patient information and permit faster, more cost-effective processing of ROI requests.
  • Drive consistency across your enterprise through a standardized, consolidated program.
  • Release with control by embedding checks and balances into your ROI process so you can identify what’s happening at every step and make adjustments as necessary to improve efficiency.
  • Take back time that you spend managing the ROI workflow and due dates — and refocus it on more critical initiatives.

The Iron Mountain Release of Information solution enables you to efficiently manage the ROI process across the enterprise. With this service, you can standardize protected health information (PHI) disclosure processes, increase policy enforcement, decrease turnaround time, easily document all disclosures, and improve your Information Governance (IG) program.

The solution provides comprehensive features and capabilities to streamline and simplify the ROI process and support compliant release, including:

  • Customized ROI processing
  • Centralized storage and release
  • Optical Character Recognition (OCR) verification technology
  • Advanced reporting
  • Online access

What You Gain ...

  • An integrated, enterprisewide ROI program — facilitating consistency across your health system.
  • Streamlined, secure ROI process, enabling rapid response to ROI requests
  • Greater efficiencies through oversight from ROI experts
  • The confidence that your ROI process is compliant and performing optimally
  • Reporting capabilities that make your staff more productive
  • Improved operations
  • Multiple quality assurance checks and OCR verification technology to drive compliance and ensure the highest levels of accuracy
  • Knowledgeable and highly responsive management, processing center and onsite staff

Customized ROI Processing

Scale your program up or down to handle your changing ROI demands using a service model that works best for you — onsite, offsite or a combination of both. For example, you can deploy a centralized ROI solution at your location with onsite clerical support from Iron Mountain staff, or you can employ a decentralized model that taps into our nationwide network of secure record centers for ROI CENTRALIZED STORAGE AND RELEASE OF INFORMATION Integrate your ROI workflow with your records management function to eliminate unnecessary costs and risks from your program. With an integrated approach, you’ll have standardized workflows with built-in checkpoints, so you can feel confident that all requests are released with control. And you’ll be able to capture and combine electronic and hardcopy information to fulfill ROI requests in any format desired. OCR VERIFICATION TECHNOLOGY Prevent improper disclosure of protected health information and avoid the release of commingled records. Optical Character Recognition verification technology examines each page in a medical record for patientidentifying information before PHI is released. OCR reviews the records against data entered for the request — for example: name, date of birth, social security number, etc. — and alerts the ROI staff if the patient is incorrect. This patent-pending verification capability flags potential issues so that staff can view exceptions and validate or remove incorrect information. processing. Staff can provide billing, collections, record distribution, quality assurance and requester services functions. With this service, you can ensure the consistent, timely and HIPAA-compliant fulfillment of all ROI requests, regardless of volume — enabling you to focus on other core competencies while continuing to achieve a higher level of compliance oversight.

Centralized Storage and Release of Information

Integrate your ROI workflow with your records management function to eliminate unnecessary costs and risks from your program. With an integrated approach, you’ll have standardized workflows with built-in checkpoints, so you can feel confident that all requests are released with control. And you’ll be able to capture and combine electronic and hardcopy information to fulfill ROI requests in any format desired.

OCR Verification Technology

Prevent improper disclosure of protected health information and avoid the release of commingled records. Optical Character Recognition verification technology examines each page in a medical record for patientidentifying information before PHI is released. OCR reviews the records against data entered for the request — for example: name, date of birth, social security number, etc. — and alerts the ROI staff if the patient is incorrect. This patent-pending verification capability flags potential issues so that staff can view exceptions and validate or remove incorrect information.

Advanced Reporting

Keep on top of work in process through a full range of e-delivery and tracking capabilities. Using predefined reports, you can effortlessly monitor your program to ensure requests are being released based on your priorities and requirements. And, with an electronic Accounting of Disclosures report, you’ll no longer have to waste time manually tracking your ROI process. You can track your entire ROI process through a single management tool.

Online Access

Online access can streamline your ROI process — improving efficiency and reducing errors. Access is via a secure https browser connection with 128-bit SSL, ensuring data encryption at rest and during transmission. Through this online portal, requesters can electronically request records from participating healthcare facilities, mitigating the risk of losing requests in the mail. ROI staff can access and view the real-time status of all requests to healthcare facilities in the network, and quickly obtain online facility-specific authorization. Requests can be searched by a variety of factors, including facility, patient demographic, request status, reference number, tracking number or request ID number. The portal also provides the ability for requesters to manage and confirm online credit card and eCheck payments.