Custodian of Medical Records
Preparing to retire or close your medical practice?
Desert River Solutions has a decade of medical records custodian experience and was co-founded by a 40-year practicing physician.
Why Choose Desert River Solutions as Your Custodian of Records?
When a medical practice shuts down, it’s essential to appoint a custodian for medical records. This custodian, which can be an individual or a company, ensures that all health information requests are managed correctly. Failing to do so can lead to potential legal issues.
At Desert River Solutions, we prioritize excellent customer service for both doctors and patients. Our mission is to help medical professionals smoothly fulfill their document retention duties, even as they venture into new paths.
If you’re a retiring doctor or closing your practice, entrusting us with your records guarantees they’ll be managed by experts who understand your needs—after all, our company was founded by a physician, for physicians.
Stress-Free Document Management
Entrust your medical records and legal responsibilities to a record custodian who prioritizes patient requests with a customer-centric approach.
Experts in HIPAA & Data Security
Patient privacy is our top concern. Our storage and scanning services are fully HIPAA-compliant, and we use specially encrypted servers for medical record storage.
Easy On-Boarding Process
We simplify the transition for you. From informing patients that we'll be handling their records to receiving your patient files, we guide you through each step.
Swift Access for Patients
We understand the urgency for patients to access their medical records. That's why we ensure speedy delivery in an easily accessible electronic format.
Medical Record Retention Laws
Click on a state to learn more about the Medical Record Retention requirements in your area.
This should not be construed as legal advice. Please contact an attorney for your specific legal requirements as needed.
Benefits of a Medical Record Custodian
1. We handle your future medical record requests
All requests will be sent to Desert River Solutions, your medical records custodian company. You will draft a notice for your patients, informing them of how and where to obtain copies of their medical records once the practice is closed. Sounds simple right? It is!
2. All medical records are scanned and/or exported
We handle all your medical record storage. If you still have physical files, we will scan them and get them into PDF form. If you have an EMR software we are able to export all medical records out of it. From there we will be able to securely store all files under HIPAA compliance guidelines.
3. Enjoy your next adventure worry free
No need to worry about your medical records. We know the exact amount of time your state requires for your medical records to be kept and will handle everything for you. You will be able to close your doors the right way.
Get A Free Quote
Call us today to find out how easy we can make fulfilling patient records requests, and get answers to all your medical records custodian questions.
Frequently Asked Questions
I am closing my medical practice, what do I do now?
You need a custodian of medical records handling your private healthcare records so that you can be free of legal obligation and future requests from patients. If you are ready to retire, contact us so we can assist you with this important transition.
How can a custodian of medical records help me?
A medical records custodian is a person or company that has been designated to handle your private healthcare records so that you can be free of legal obligation and future medical record requests from patients. Working with a custodian of medical records like Desert River Solutions will allow you to retire or close your medical without any ongoing records management obligations.
What needs to be communicated to patients?
When medical records are transferred to the custodian of medical records when a practice closes, patients should be notified that they may designate a physician or another provider who can receive a copy of the records.
If a patient does not designate a physician, records may be transferred to a designated commercial storage firm, medical group, or physician.
We will provide you with guidance on what to communicate to your patients and easy template practice closure letters if desired.
How long do you hold on to electronic medical records?
Each state has its own guidelines for how long you will need to store your patient records. We follow all state and federal laws regarding document retention.
Are the medical records secure?
Yes. Our health information management solutions ensure that all files be electronically scanned and stored in HIPAA compliant cloud storage accord to state and federal laws.
Who do we need to contact other than patients?
When you select a custodian of medical records, you will notify your patients by sending a letter and/or email, and also need to notify your state medical board.
Our medical records custodian team will happily walk you through this process.
How do patients contact Desert River Solutions?
In your patient letter, you will direct them towards our records requests page where the patient will find instructions on how to receive their medical records.
Your practice will have a custom landing page they can visit to start the records request process. This will give them the peace of mind that they're in the right place.