Keeping a notary on-staff can help healthcare practices accommodate requests from attorneys and courts for certified medical records, but is it better to hire or train a notary?
Suppose your healthcare practice fulfills a record request for a lawsuit that hinges on the integrity of a patient’s medical records. Notarization helps prevent medical record falsification after the records leave your practice to strengthen your patient’s legal case.
To determine whether hiring a notary is right for you, you may use this article to help guide your decision-making process. You can also skip the reading and explore our digital notary tools today!
What Is a Notary?
A notary is somebody licensed by the government to impartially witness the signing and certification of important documents. Their role is primarily to prevent fraud and verify the identity of the signers.
Notarization involves the notary witnessing the signing, checking the identification of the signers, and applying their official seal or stamp. This seal indicates the integrity of important documents to courts and institutions.
Additionally, notaries can administer legally binding promises or statements of truth. This adds a layer of accountability to documents, so signers can’t claim misunderstandings about their commitments.
What Does a Notary Do in Healthcare?
A healthcare notary verifies and certifies the legitimacy of official documents. Essential functions they perform may include:
- Verify and certify medical record copies for legal cases where they need to be admissible in court.
- Serve as an impartial witness while signing sensitive documents like consent and power of attorney forms.
- Prevent fraud related to medical documentation by confirming the identities of signatories.
- Administer oaths for affidavits or depositions needed in legal cases involving your organization.
- Ensure that patients are aware and understand what they’re signing.
These functions help your healthcare organization maintain high standards of care and accountability. Additionally, in the case of medical records, quick certification can help patients in court get the best possible legal outcomes.
4 Types of Healthcare Notarization Methods
Did you know there are multiple types of notarization?
- Traditional “Wet” Notarization
- Electronic Notarization (eNotary)
- Remote Online Notarization
- Mobile Notarization
Valid notarization methods vary by state, so it’s important to research which methods of notarization your state allows and/or acknowledges.
For a full breakdown, you can click here to read our article about the types of notarization.
1. Traditional Notarization
Also known as a wet notary, traditional notaries involve witnessing signatures and administering oaths in person. They provide a reliable way to authenticate documents on-site while ensuring HIPAA compliance.
2. Electronic Notarization (eNotary)
Electronic notarization is the certification of official documents in-person using digital tools.
ChartRequestPlus Digital Notary enables electronic notarization for release of information partners with no-cost signature and stamp tools.
3. Remote Online Notary (RON)
Remote Online Notarization is similar to Electronic Notarization because it utilizes digital tools for the certification process. The difference is that RON allows the notary and the requestor to connect via video chat rather than meeting in person. This requires both video and audio.
4. Mobile Notarization
A mobile notary is similar to a traditional / wet notary because it generally involves using paper and ink for certification. The difference is, rather than traveling to the notary’s office, the notary travels to the requestor.
Mobile notarization is usually more expensive due to the time and resource cost of travel. For example, when a patient cannot move from their hospital bed.
What Are the Benefits of Having an In-House Notary?
Delays in notarizing critical documents, increased outsourcing costs, and handling compliance issues can slow down workflows and create unnecessary risks.
Commissioning an in-house notary allows you to:
- Reduce delays in processing time-sensitive documents.
- Cut out third-party fees to reduce cost.
- Facilitate medical power of attorney forms and wills.
- Establish standard in-house notary processes.
- Reduce the risk of mishandling or breaches of sensitive documents.
In 2020, 60% of hospitals had a notary on staff. With state regulations gradually evolving to allow and/or acknowledge digital methods of notarization, it’s likely this number has since grown.
Is It Better To Hire or Train a Notary?
Most healthcare practices must work with a notary at some point, and the frequency can depend on size, specialty, location, and more. If you’re reading this, you’ve likely decided to reduce the costs of ad-hoc notarization in favor of an in-house alternative.
In this section, we’ll compare hiring a dedicated notary vs. training a member of your team. We’ll also discuss the process of notary training.
Should You Hire a Notary?
Hiring a notary is the easiest path to getting a dedicated notary working in your practice. This can be cheaper than paying ad-hoc notary fees and reduces the need to travel, but value depends on your practice’s notarization needs.
The average salary for a full-time notary public in the United States is $50,294 per year or $24/h. Actual costs may vary depending on the region and the notary’s experience level.
The main caveat is that practices with low notarization needs may pay more per document, as the notary’s salary will likely be a consistent, flat rate. A good strategy is to track notarization needs for at least 90 days and compare the ad-hoc costs against average salary costs.
Should You Train an Existing Employee?
Helping a member of your team become a certified notary takes time, but the benefits can be worthwhile.
In terms of cost, training to become a notary can be relatively quick and affordable. This low barrier to entry, combined with your staff’s knowledge of healthcare regulations, can minimize the wait for full-speed notarization.
One significant benefit of training an existing employee to be a certified notary is the cross-functionality of their new role.
If your practice only needs a few hours of notarization per week, an in-house notary proficient in another core responsibility, like record release, can minimize paid downtime.
3 Steps to Train an In-House Notary
Interested in training a member of your staff to become a healthcare notary?
Here’s an overview of the process:
1. Identify a Qualified Member of Your Staff Interested in Career Growth
Confirm that your staff member meets basic education and employment requirements of becoming a certified notary. Typically, they must be at least 18 years old, a legal resident of the state, and free of felony convictions.
Consult your state’s notary office or visit resources like the National Notary Association for detailed information.
2. Guide Your Staff Member Through the Commission Process
Once qualified, your staff must apply through your state’s regulatory office. The process includes submitting an application and paying the required fees. After approval, they will receive their commission documents and take a formal oath.
Filing for this process typically costs between $100 to $600, including application fees, background checks, and training courses.
3. Get the Essential Tools and Coverage
Once commissioned, your staff will need essential notary tools. Provide them with an official stamp, a notary journal, and Errors & Omissions insurance for liability protection.
Your in-house notary can start notarizing documents once they receive their certification. Communicate with your staff and patients about the service to highlight your new notary’s accomplishment.
Simplify Medical Record Notarization With Digital Tools
Whether you hire or train your next in-house notary to certify medical records, ChartRequestPlus Digital Notary can help boost speed and reduce risk.
Our five-star platform integrates the notarization process seamlessly into your release of information workflow, ensuring compliance and efficiency for your organization.
The best part? Our digital notary tools are free for our healthcare partners.
To learn how we can support your practice’s growth, boost profit margins, and ensure lasting compliance, schedule a no-cost consultation today.
