Your privacy matters, and proper medical records storage can help keep your sensitive health data confidential and prevent identity fraud.
As a patient, you have an essential role in storing and using your medical charts. Let’s discuss your options for managing health records so you can enjoy peace of mind during treatment.
Why Is Secure Medical Records Storage Important?
Recent surveys highlight cracks in the healthcare industry’s ability to maintain the integrity of sensitive medical data.
45% of patients discovered errors and inaccuracies when reviewing their medical records. If that is not bad enough, vulnerable health information is constantly a target of hackers and cybercriminals.
Maintaining organized and secure medical records can protect you from these disasters with benefits including:
- Easy Access to Your Health Information: Many storage options allow you to quickly access and share medical information with doctors.
- Better Team Coordination: Accessible and secure medical charts give your doctors the latest information about you, encouraging personalized care.
- Organized Medical History: Organized data streamlines treatment, communication, and billing between you and your physician.
- Increased Privacy and Security: Only authorized individuals can access and view your records when they are behind lock and key.
- Reduced Risk of Losing Records: You can avoid losing your protected health information (PHI) due to accidents or technical issues with your provider’s storage system.
- Save Money: Digital storage solutions will reduce the costs of managing paper records or data breaches.
- Handle Data With Ease: You can amend and add documents to your health history by investing in adequate storage space.
- Environmental Sustainability: Digital health information management spaces promote sustainability and can reduce your dependency on paper and physical storage space.
Paper Medical Records Storage
Traditional medical records storage often involves lockable filing cabinets, safes, and dedicated medical record binders.
Many patients choose this familiar storage method when building their personal health records because it doesn’t require login details or third-party support.
The advantages of keeping physical copies of your medical records include:
- Wide Acceptance: Traditional recordkeeping is still the standard for many healthcare providers, making it easier to transfer your records if needed.
- No Technical Skills Required: You don’t need any specialized skills or equipment to access your paper records. All you need is a key or combination code.
- Relatively Inexpensive: If you only have a few records, storing them in filing cabinets or binders may be cheaper than investing in digital storage options.
The disadvantages of traditional medical records storage include:
- Lack of Accessibility: If you need your records while traveling or in an emergency, it may be challenging to access them quickly.
- Risk of Damage or Loss: Paper records are vulnerable to physical damage from disasters like floods and fires. You can also lose them easily if incorrectly stored.
- Limited Storage Space: As your medical history grows, storing all your records may require larger cabinets, rooms, or vaults.
- Privacy Risks: Bad actors can steal or take pictures of your physical medical records without leaving a trace.
Digital Storage on Personal Devices
Keeping your medical records on personal devices like computers, smartphones, or tablets is a practical way to manage them in the modern age. This method could be as simple as scanning paper documents or downloading digital files and saving them via an encrypted platform.
You can store your medical records internally and externally.
Internal storage includes built-in features like solid-state drives and hard disk drives. Conversely, external storage consists of devices like USBs, replaceable hard drives, and mobile SD cards.
Here are some of the advantages of storing your medical records on a digital device:
- Convenient Access: You can access your medical records anywhere, anytime, directly from your device.
- Easy Organization: Digital files are easy to organize and search through, saving you time.
- Backup Options: You can easily back up your medical data to prevent loss in case of device failure.
Review some of the drawbacks to using digital storage for medical records below:
- Device Theft or Loss: Someone can steal your mobile device as quickly as they could a paper document. Although these devices may have added security, a skilled hacker may succeed in breaching a phone or tablet.
- Vulnerability to Hacking: Hackers can target and infect your medical records with malware through your device. In most cases, these are remote attacks that do not require them to have your device in their possession.
- Regular Backups Needed: It’s crucial to back up your data to prevent surprise losses. This responsibility is critical the more data you store.
Cloud-Based Storage Solutions
Cloud storage involves keeping your medical records on remote servers that you can access via the internet. Services like Chartrequest, Google Drive, and Dropbox offer convenient options for storing sensitive information.
Here are some of the advantages of using cloud-based medical records storage:
- Universal Access: Access your records from any device with an internet connection.
- Enhanced Security: Cloud storage providers — like ChartRequest — deploy SOC 2 and HITRUST encryption protocols to protect your data from hackers and cyber threats.
- Cost-Effective: Many cloud storage solutions offer affordable subscription plans, making them wallet-friendly options if you manage a tight budget.
- Scalability: You can increase or decrease storage space without worrying about home or office limitations.
- Collaboration: Cloud storage allows you to collaborate with authorized individuals and doctors using a shared platform.
- Automatic Backups: Cloud services often offer automatic backups and updates, keeping your data safe year-round.
Explore some of the disadvantages of relying on cloud-based medical records storage:
- Dependence on Technology: You might find navigating digital platforms tricky if you aren’t tech-savvy.
- Data Ownership: You may experience concerns about the ownership of medical records and sensitive data, particularly if the cloud provider’s policies permit sharing with third parties. You will need a platform with strong HIPAA-compliant encryption and use personal security practices like 2-factor Authentication and strong, unique passwords.
- Access Issues: If you or your healthcare provider have poor internet connectivity, you may have to manage frequent delays when accessing your medical records.
Choosing the Right Storage Method for Your Medical Records
There is no right or wrong answer when deciding which medical records storage method is right for you. Your decision weighs heavily on personal preference and budget. Still, you can follow a few recommendations to make an informed decision tailored to your needs:
- When You Are On-the-Go: Cloud-based storage offers the most convenience and security, especially if you frequently travel or need to access records from multiple devices.
- When You Prefer Traditional Solutions: A combination of paper storage and digital backups provides a balance of accessibility and security.
- When Managing a Tight Budget: Using personal devices for digital storage can be economical if you regularly back up your data and implement robust security measures.
ChartRequest Can Solve Your Medical Record Management Problems
ChartRequest specializes in helping patients access and manage their medical records with high-grade efficiency and security. We offer a centralized platform to simplify the process of storing and retrieving your medical history for $4.99 a month.
Learn more about our Store & Share, and securely manage your medical data today!
