VitalChart® Medical Record Retrieval Software

Receive and process medical forms and enable patients to submit their information quickly and securely.

Release of Information Software for an Improved Patient Experience

Obtaining medical record requests can be time-consuming, but our VitalChart® platform is designed to automate and speed up the process, saving you valuable time and effort.

Our streamlined medical record retrieval software and platform ensure the confidentiality and accuracy of sensitive medical data. It also provides a user-friendly interface that simplifies the release of information process for both healthcare providers and patients.

Patients can use the VitalChart® Request Portal to submit requests and receive status updates, eliminating the need for physical forms and phone inquiries. Meanwhile, healthcare providers can monitor requests using the live dashboard, ensuring efficient and secure retrievals of medical records.

Enhanced Patient Experience

Our user-friendly portal allows patients to effortlessly request and retrieve their medical records.

Online Customer Dashboard

Keep track of incoming medical record requests and stay updated on their status using real-time dashboards.

Streamlined Medical Records Management

Securely manage medical forms, while empowering patients to swiftly submit their information.

Security and Compliance

Our system includes quality assurance checks for HIPAA compliance and accurate medical record release.

Streamline Your Medical Record Retrieval Workflow Process

Automate the process of release of information (ROI) from beginning to end by leveraging the digital ROI tools that your employees require and delivering the online experience that your patients desire.

Self-Service Enterprise Dashboards and Reports

Efficiently manage settings and track performance across multiple locations using our reports, which display key metrics such as requests fulfilled and turnaround time. Access release metrics and data for faster billing and reimbursement.

User Access Permissions

Access permissions make user management more secure, improving productivity and reducing security threats. Track performance with a detailed accounting of disclosures.

APIs and EMR Software Integrations

Facilitate data exchange and interoperability. Integrate with various third-party applications, such as billing and coding software, leading to improved efficiency and productivity.

Automatic Request Routing

Automatically route requests within your organization by type, facility, requester, or patient to improve efficiency and accuracy. Our ROI system speeds up medical record requests and tracks every interaction.

Reminder Notifications

Set up notifications for specific requests to your facility. Choose the types of requests that will trigger alerts and customize the frequency of notifications. React to issues proactively and promptly.

Mobile Experience

Eliminate phone calls and in-person visits. Patients can easily submit and track medical record requests through the VitalChart® patient portal on any device, with status notifications, keeping them updated.

Multi-Facility Support

Handle high-volume requests with ease. Authorized employees can access multiple locations within your organization without the need to log in and manage multiple sets of user credentials constantly.

Simplify Your Medical Records Exchange Process With Our Release of Information Software

Secure Health Information Exchange

Achieve cost reduction, expedite reimbursement, and enhance operational efficiency using our user-friendly platform.

Efficient Release of Information

Automate manual processes by converting them into efficient workflows. Our ROI system speeds up medical record requests and tracks every interaction.

Real-time Dashboard and Reporting

Access release metrics and data for faster billing and reimbursement. Gain visibility into request demand and performance to address needs proactively.

The Self-Service Patient Request Portal

Give patients the ability to manage the process of retrieving their medical records. Our ROI technology allows requesters to submit, track, pay for, and access medical records at their convenience.

Patient Convenience

  • Online interactivity
  • Store documents in records storage facilities with fire suppression systems and 24/7 monitoring.
  • Mobile status updates
  • Convenient payment processing

Support for Various Request Types

  • Multi-requester capabilities for patients, physicians, insurance companies, law firms, and government agencies
  • Claims reimbursements
  • Denials and discharge appeals

Secure Documentation

  • Real-time tracking
  • Quality checks and assurance
  • Secure encryption

Secure Electronic Delivery

  • Patient e-Delivery
  • DDS
  • Attorney e-Delivery
  • ERE
  • Health plans

What are the Components of an Enterprise Content Management (ECM) System?

Submit

Using VitalChart®, patients submit their requests for medical records.

Validate

Authorizations to release are validated for HIPAA compliance.

Certify

Requests are processed by our certified HIPAA security professionals.

Track

Requesters can track the status of requests through portal.

Notify

Requestors receive a notification when their records are ready.

Portal

Patients log in to portal to pay for & retrieve records.

Frequently Asked Questions

Why is it important for hospitals to consider electronic access to medical records?

  • Currently, release of information modules in EHRs are more of an afterthought than designed to handle all aspects of releasing medical records efficiently, including answering phone calls and invoicing/collections if applicable. When you compare and contrast the operational needs of your medical department versus your EHR’s capabilities, you may find that the two are not aligned.
  • Our online release of information software provides an all-in-one approach for providers to intake and fulfill requests while keeping patients informed of the status of their request.

What are the challenges of manual release of information processes?

  • Without the use of an electronic system for medical data exchange, small discrepancies associated with a release can quickly transition into major obstacles for staff members. For example, requests submitted in paper forms may include illegible handwriting and incomplete information. Patients may sign release forms not indicating what record types they want. These occurrences may result in a release being sent back to a patient, or additional follow-up calls.
  • Removing various manual processes for requests improves efficiency. Facilities with a digital ROI strategy in place are better equipped to receive requests electronically, removing the need to interpret what’s being requested.

How does medical record release software help improve patient service?

  • In many facilities without technical capabilities for PHI exchange, requesters submit their information via fax and mail, leaving them wondering if it was ever received. Patients may call to ask if requests were received or send requests multiple times to ensure receipt. This model for releasing records is often frustrating and time-consuming for both the requester and provider.
  • VitalChart® Request offers a self-service, convenient option for patients to submit and access ROI requests with receipt acknowledgement and monitored tracking.

How does VitalChart® Request automate release of information processes?

  • VitalChart® Request integrates cloud-based ROI online solutions and systems to eliminate dual data entry and automate the medical records exchange process from one system to the other.
  • Expert navigation of the complex patchwork of federal and state medical data privacy laws and cost-savings are often very significant.