Keeping a notary on staff can help your practice accommodate record certification requests from courts and attorneys. But, is it better to train or hire a notary?
Suppose your hospital fulfills a patient record request for a personal injury lawsuit. In this case, notarization is necessary to prevent record falsification after the documents leave your office. You may not be able to accomplish this task without a certified notary by your side.
Let’s discuss the best practices to find and onboard an authorized notary.
Learn how Digital Notary by ChartRequest streamlines document certification.
What Is a Notary?
States license notaries to witness the signing and certification of important documents. Their role is necessary to prevent fraud and verify the identity of medical signers.
Notaries use an official seal or stamp to signify the validity of a document. Courts, government institutions, and some healthcare organizations may require this seal before assessing a record.
A commissioned Notary can also administer legally binding contracts or statements of truth.
This benefit helps maintain signer accountability and prevents bad actors from feigning ignorance about the medical record under oath.
4 Types of Healthcare Notarization Methods
In short, your business can choose between four types of notarization methods:
- Traditional “Wet” Notarization
- Electronic Notarization (eNotary)
- Mobile Notarization
- Remote Online Notary (RON)
Click here for more details about each type of notary.
1. Traditional Notarization
Traditional or wet notary methods involve witnessing signatures and administering oaths in person. They require pen signatures and physical documents.
Traditional notaries 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.
ChartRequest Digital Notary enables electronic notarization for the release of information partners with no-cost signature and stamp tools.
3. Mobile Notarization
A mobile notary is similar to a wet notary because it generally involves using paper and ink for certification. However, rather than traveling to the notary’s office, the notary travels to the requestor.
Mobile notarization can be a more expensive option due to travel costs. For example, when a patient cannot move from their hospital bed, a mobile notary might travel from a different city to complete certifications.
4. 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 method requires secure video and audio applications to prevent unauthorized disclosures.
What Are the Benefits of Having an In-House Notary?
Increased outsourcing costs and notarization delays can slow down workflows and create risks for your business.
Choosing to hire a notary in-house allows you to:
- Reduce delays in processing time-sensitive documents.
- Cut out third-party fees to reduce costs.
- 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. This data highlights the demand for convenient notary services.
Is It Better To Hire or Train a Notary?
Nearly all healthcare practices work with a notary at some point — the frequency depends on the organization’s size, specialty, and location.
In this section, we’ll compare hiring a dedicated notary vs. training a member of your team. You can also find tips below to make the hiring and onboarding processes stress-free.
Should You Hire a Notary?
Hiring a notary is an excellent way to guarantee certifications on short notice. Despite salary expenses, this solution is cost-efficient compared to ad-hoc notary fees, and it reduces the need for travel.
The average salary for a full-time notary 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.
Still, it’s vital to consider that practices with low notarization needs may pay more per document, as the notary’s salary will likely be a consistent, flat rate. Track notarization needs for at least 90 days and compare the ad-hoc costs against average salary costs before you commit.
Tips for Hiring a Notary
It’s not difficult to hire a notary through networking events and career boards. Google “Notaries near me” to begin your search.
If you want to list a notary job on your website, complete the proper research before posting. Determine a competitive salary for a notary in your state. You might need to fill several positions if you manage a large healthcare network.
Specify which type of notary you need (mobile or wet). Expect some notaries to work between multiple healthcare facilities. Hiring full-time notaries is best if your business experiences high-volume record requests.
Should You Train an Existing Employee?
Uplifting a team member to 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 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.
Tips for Training an In-House Notary
Confirm that your candidate staff member meets the 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.
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.
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.
Simplify Medical Record Notarization With Digital Tools
Whether you train or hire a notary, ChartRequest Digital Notary tools can help boost certification speed and reduce compliance risks.
Our five-star platform can integrate the notarization process into your release of information workflow, ensuring efficiency for your organization.
The best part is that our digital notary tools are free for our healthcare partners!
Learn how we can support your practice’s growth with a personalized consultation.
