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Shoreline provides comprehensive document management solutions for businesses of all sizes across all industries.

Since 1998 Shoreline has helped hospitals, group medical practices, banks, public and private education, manufacturers, not-for-profit organizations, and many more increase efficiency and productivity throughout their offices by converting paper records to electronic images for fast, secure access and retrieval.


 

Learn more about Document Management through our Resource Center. Find out how Shoreline can help you manage your documents.

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Shoreline has 20+ years of experience in the Document Management Industry. Learn who we are and what we do.


 

Medical Records Custodian Services

Providing peace of mind to retired physicians.

Get a Free Quote

Medical Records Custodian Services

Providing peace of mind to retired physicians.

 

GET A FREE QUOTE

ONE VENDOR, ONE SOLUTION

Whether you're a retiring physician, or the executor of the estate of a physician who has passed away, Shoreline will help you by taking complete responsibility of maintaining Medical Records for the length of time required by law, which could be decades. Our Medical Records Custodian Services cover all aspects of medical records management. Shoreline responds to all calls from patients, guardians, lawyers, insurance companies and doctors; securely maintains and delivers Patient Charts; and even destroys Medical Charts in accordance with HIPAA and other regulations. We have 22 years of experience providing Medical Records Scanning and Document Storage Services and can customize our service offering to address virtually any need.

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What is a custodian of records?

A custodian of records bares the responsibility of safeguarding records for the duration they are required to be protected, according to law. This may apply to paper files or Electronic Health Records (EHR). Different types of files vary in the length of time they must be preserved to meet legal requirements imposed by the federal or state governments.

In the case of medical records, aside from maintaining the integrity of the files, a records custodian must protect the privacy of the individual according to HIPAA standards (Health Insurance Portability and Accountability Act). HIPAA applies federal standards of privacy for the patient, ensuring no medical information is given out without the patient’s consent.

Additionally, paper, or digital records must be protected for periods of time indicated by law to ensure patient access if said patient has not already requested copies prior to the closing of the practice. The custodian will handle requests from the patient, physicians, family, or court as indicated by the patient’s consent.

 

Custodian of Medical Records for Retired Physicians | Acquired Physicians and Groups | Deceased Physicians

Now that you've decided to close your practice due to acquisition or retirement, what happens to your medical charts? If you or a family member is the executor of the estate of a deceased physician, you too would be faced with the responsibility of maintaining, storing, and releasing charts to patients and authorized requesters.

Each state has very specific mandates with regard to medical records storage and releasing Medical Records to the appropriate parties. Medical Records retention, release, and destruction responsibilities could last as little as a few years, but in most cases last 7 to 10 years and up to 20 years in the case of minors! The obligation is yours to ensure that you're releasing documents to an authorized party and that your delivery method is secure.

Whether its Medical Records in paper format or charts in an Electronic Medical Records (EMR) System, Shoreline takes complete ownership of all your files. Starting with communications to your patients, we maintain secure storage and release of Medical Records and destroy charts when needed to ensure the best possible continuing care for your patients. With best-in-class service and in accordance with HIPAA, HITECH, and other federal regulatory compliance, you can rest easy knowing that your patients are in good hands with Shoreline.

Custodian of Medical Records for Retired Physicians | Acquired Physicians and Groups | Deceased Physicians

Now that you've decided to close your practice due to acquisition or retirement, what happens to your medical charts? If you or a family member is the executor of the estate of a deceased physician, you too would be faced with the responsibility of maintaining, storing, and releasing charts to patients and authorized requesters.

Each state has very specific mandates with regard to storing and releasing Medical Records to the appropriate parties. Medical Records retention, release, and destruction responsibilities could last as little as a few years, but in most cases last 7 to 10 years and up to 20 years in the case of minors! The obligation is yours to ensure that you're releasing documents to an authorized party and that your delivery method is secure.

Whether its Medical Records in paper format or charts in an Electronic Medical Records (EMR) System, Shoreline takes complete ownership of all your files. Starting with communications to your patients, we maintain secure storage and release of Medical Records and destroy charts when needed to ensure the best possible continuing care for your patients. With best-in-class service and in accordance with HIPAA, HITECH, and other federal regulatory compliance, you can rest easy knowing that your patients are in good hands with Shoreline.

Shoreline MAKES IT EASY:

We will store your Medical Records, securely release the information in an electronic format to the patient or an approved representative, and securely destroy the physical and electronic files in accordance with applicable guidelines. Give us your files and go enjoy your life.

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Easy, quick patient notification

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Assistance with packing & transportation

cloud storage

Transfer assistance with existing electronic systems

records storage

Reliable future request processing either by secure electronic transfer or US Mail

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Four Steps to
PEACE OF MIND

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Step 1 NOTIFY

Shoreline starts with the most important part of closing a medical practice – notifying patients. We help develop messaging to announce the closing of the practice so you can properly and timely inform patients, the applicable State Medical Board(s) and other key entities. This announcement will address how patients can obtain copies of their charts from Shoreline.

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Step 2 COLLECT

Shoreline provides or assists with all the services for preparing Patient Charts for storage. This includes packing paper charts and transporting them to our storage facility, as well as working with the appropriate IT professionals to export any Patient Charts that are currently stored in electronic format.

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Step 3 STORE

Safe storage requires that the confidentiality of Patient Charts be protected. Shoreline ensures records are securely and properly maintained for the necessary length of time. For over 20 years, Shoreline has maintained the confidentiality and protected the most sensitive health, financial and other records for companies both large and small.

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Step 4 RELEASE

Requests for Patient Charts from Shoreline are released upon request from patients or an authorized representative. Following HIPAA release and payment, the records are sent electronically to the requestor through a secure portal that is password protected.

Medical Records Requests

After a physician or medical facility closes its doors, patient medical records must continue to be available for retrieval for many different reasons. Although patients are normally informed prior to the office closure should they wish to retrieve their records at that time, often the notification goes unnoticed by patients, or they do not act if the need for access is not imminent. 

Copies of the medical history may be granted in hard copies or transmitted digitally. When provided digitally, the requesting party can usually download the files securely through an encrypted online repository.

Shoreline guarantees database security both while retaining records and at the time of destruction, per HIPAA protocols. We understand the responsibility of delivering medical records services safely, efficiently, and timely to all authorized parties and will ensure you can rest at ease in your retirement.

For more information on how to request a medical record, please check our Records Request page

Shoreline is continually updating and improving its HIPAA and Hi-Tech practices to meet our goal of being the best-in-class provider of medical record custodian services in the industry.

Beginning with Tom Doyle, President of Shoreline, as the ultimate professional, who is sincere, honest, and reasonable, the entire experience with Shoreline could not have been better. From the pickup of the Patient Charts, to the scanning of all records, I'm extremely happy with the results and would recommend Shoreline to anyone looking for scanning, storage, or document management. What a wonderful company!
Dr. Marcia Bergtraum, MD
Pediatrics Specialist, New Hyde Park, NY
The idea of dealing with the eHR after retirement, and responding to patient requests for years, would have been a huge burden hindering the vision for retirement. Through an online search, and after researching several companies, I was thrilled to find Shoreline. Tom and his team responded immediately and professionally, with helpful and thorough about the advantages of using Medical Records Custodian Services. After reviewing my options, it was clear that Shoreline was the most reliable, trustworthy, and only choice, and having worked with them through this process has more than confirmed that I absolutely made the right choice!
Dr. Robert Turner, MD
One exceptional quality about Shoreline is the team's attentiveness and ability to handle all aspects of custodian services, including retrieving charts from storage and mailing them to patients without my involvement. Given the courteous support and responsiveness I received from day one, where the Shoreline staff traveled from New York to Florida to ensure proper packing and shipping of files, I'm confident my patient's charts are now in the best possible hands with Shoreline.
Dr. Philip Rasulo, MD
Endocrinology, Diabetes & Metabolism Specialist, Brandenton, FL
 

Get Started Today!

We handle all the custodian of records services for you in order to stay compliant and meet regulatory guidelines. With Shoreline, you'll have one less thing to worry about.

 

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