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Signing up for a ChartRequest account is quick and easy, but there are a few steps you should take before releasing medical records. This article will cover some of the key administrative features of ChartRequest so you can ensure your organizational information is always accurate.

Edit your organization’s information

During the onboarding process, you must provide your organization’s information so we can verify and set up your account. After this, you will only need to edit this information when it changes. In this situation, we recommend updating the information as soon as possible. 

The “My Account” section allows you to edit your name, email address, organization, and toggle your incoming email notifications. You can also update your password here, which we recommend doing regularly to help safeguard protected health information. Changes you make to this section do not affect your organization as a whole.

The “My Organization” section allows authorized users to edit organization information. These details must be updated if the organization adds a new location, moves from the address on file, or changes their phone and/or fax number.

Once your medical organization is approved and your information is accurate, you can begin building your team.

Invite new users to join your organization

One of the first administrative steps after onboarding with ChartRequest is adding new users to your organization. These should be limited to the medical workers within your organization. All you need is their full name and email address. You may also enter their phone number if you wish.

For a step-by-step guide on inviting new users to join your organization, click here.

Once you send an invitation to members of your team, they’ll receive an email with instructions to create their accounts. You’ll be notified when a new member joins your organization, and you can remove users at any time.

This is one of the most important administrative functionalities of the ChartRequest platform. We built in an automated audit log to track every single interaction with each medical records request on both ends. Building your organization’s members allows us to determine who caused a breach in the case of a HIPAA violation. 

Once your team has been integrated into the system for your organization, you can control what functionalities and information they can access. 

Assign roles to your medical staff

You should always protect your staff, your organization, and yourself from the steep penalties that follow HIPAA violations. At ChartRequest, we provide you with the administrative tools necessary to avoid common pitfalls.

An important aspect of HIPAA compliance when releasing medical records is the “Minimum Necessary” guideline. This simply calls for medical professionals to only release the minimum records necessary to fulfill a request. This is something we always keep in mind at ChartRequest.

To help you ensure your medical staff doesn’t have capabilities beyond their responsibilities, we make it easy to assign permissions based on the various roles in your organization. You can then assign these roles to your employees. 

If you would like to ensure that protected health information doesn’t fall into the wrong hands due to an avoidable error caused by inexperience, you can deny the lowest-tier user type the ability to submit medical records to the requestor. Then, have your employees retrieve the records and process the request for you to review and release. 

Once you feel confident that your staff is ready to handle the entire process on their own, you can easily add new permissions to their role or assign them a higher-tier role. 

Select the additional services your practice will provide

We make it easy to display the services your practice can provide up-front. Providing additional services helps you accommodate the needs of your requestors to the absolute best of your ability. 

Within each requestor type, the needs of every individual vary based on their reason for requesting medical records. Imagine that a physician is treating somebody after a car accident. While the patient may request a standard release to inform their primary care physician, their lawyer may want a notarized copy of those same records for legal proceedings. 

ChartRequest provides several options for customizing your healthcare organization’s additional services for medical record fulfillment.

We designed ChartRequest to be customizable to fit medical organizations of all sizes. It’s up to your practice to choose which additional services and policies you can provide. For example, healthcare practices that have a notary on-site can fulfill notarization requests far easier than practices that don’t.

You can add and remove these offerings anytime, so your initial settings aren’t permanent. If you hire an in-house notary, you can add that service in seconds. If your notary leaves, you can remove it right away to prevent requestor frustration.

For more information regarding insourcing the release of information, click here.

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