Medical Records Custodian

Retiring or Closing Your Medical Practice?

Let Morgan Records Management handle your medical records custodianship, freeing you from the legal responsibility of managing requests for copies of your medical records.

What is a Medical Records Custodian?

The medical records custodian is the person or company that has been designated to handle your private healthcare records so that you or your practice can be free of legal obligation and future medical record requests from patients. Each state/country/province has their own guidelines for how long you will need to store your patient records. Patients can contact Morgan Records Management at anytime to get physical or electronic copies delivered to them.

What Does Morgan Records Management’s Medical Records Custodianship Service Include?

We provide a comprehensive, white-glove service for closing practices to help you navigate your closing checklist effortlessly. From the initial consultation to the secure destruction of your records at the end of your required retention period, our team ensures your records are in excellent hands every step of the way.

• * Secure transport: We safely move your records to our state-of-the-art records centers. Need new boxes? We provide packaging services too.
  
  
• * EMR extraction: Our data team handles EMR transfers or coordinates with your EMR system, offering data manipulation and conversion services as needed.
  
  
• * HIPAA-compliant storage: We securely store paper, x-rays, pathology materials, and electronic files for as long as required by your retention period.
  
  
• * Closing Practice Notifications:
  • Mailing services: We manage the labor, supplies, and postage to send closing letters to patients.
  • Email notifications: We send email updates to keep your patients informed about their records and the status of their requests.
  • State Medical Board/Agency Notices: We provide certified mail notifications and assist with other required notifications.
  • Web services: We maintain your website or create a simple webpage to provide your closing practice message and instructions for record requests.
• * Release of information fulfillment: We handle all medical record requests, ensuring compliance with state and federal regulations while providing top-notch care for your records and patients.
  
  
• * Access, reporting, and ongoing notifications:
• A dedicated account manager will assist you in accessing your records after closure.
• We provide reports on requests received for your practice and their status.
• Need to update patients after closure? We can send email notifications or update your web page.

Why Choose Morgan Records as Your Medical Records Custodian?

One-Stop Shop:
Our full-suite custodianship services cover every state. From patient notifications to secure destruction at the end of your retention period, we simplify everything under one roof.

White Glove Service:
We offer personalized, attentive service in managing medical records. Our white-glove approach ensures every detail is meticulously handled, providing a seamless experience for you and your patients.

Flexible Solutions:
Choose the services that best suit your practice’s needs, ensuring a cost-effective and personalized solution.

Trusted Experience:
Our services are rooted in personal experience; our founder helped their doctor father close a practice, which inspired the creation of our comprehensive custodianship services. We’ve since served over 1,600 practices across all 50 states, covering 50+ specialties, managing over 10 million patient records, and fulfilling more than 350,000 ROI requests.

Overwhelmed by Release of Information Requests?

Even if you're not closing, outsourcing ROI fulfillment with Morgan Records is a simple, cost-effective solution that keeps you compliant while allowing your staff to focus on delivering excellent healthcare.

Preserving Your Legacy

Closing your practice isn’t just about completing tasks—it’s about honoring your impact as a healthcare provider. We ensure your patient records are preserved with the same care and integrity you provided in your practice, reflecting your commitment to patient care and enabling continuity of care through accurate record management.

Ready for Your Next Adventure, Worry-Free

Getting started is simple. Share details about your records—whether they’re paper, electronic, or both—along with the quantity and retention period. We’ll provide an upfront invoice covering the retention period with no recurring fees. Once everything is set up, you can embark on your next chapter, knowing your records are managed and your practice's legacy is preserved.

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