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!
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!
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.
Endocrinology, Diabetes & Metabolism Specialist, Brandenton, FL
My family and I were unsure where to start with finding an efficient and trusted custodian for my father’s medical practice when he retired. We are so relieved to have found Shoreline records. Tom and Shoreline records have been extremely helpful in facilitating the safe storage and distribution of medical records. Tom especially is extremely responsive. We highly recommend using Shoreline records!
West Islip, NY
A custodian of records has the responsibility of safeguarding records for the duration they are required to be protected, according to law. This responsibility may apply to paper files or Electronic Health Records (EHR). The length of time different types of files must be preserved varies to meet legal requirements imposed by the federal or state governments.
In the case of medical records, a records custodian aside from maintaining the integrity of the files, 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 that no medical information is given out without the patient’s consent.
Additionally, the custodian must protect paper, or digital records for periods of time indicated by law to ensure patient access if the patient has not already requested copies prior to the closing of the practice. Requests from the patient, physicians, family, or court will be handled by the custodian as indicated by the patient’s consent.
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.
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.
Easy, quick patient notification
Assistance with packing & transportation
Transfer assistance with existing electronic systems
Reliable future request processing either by secure electronic transfer or US Mail
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.
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.
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.
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.
We know closing a medical practice requires critical decisions to be made and many steps to be taken months in advance. When it comes to Medical Records, Shoreline will provide you with all the support you need. You may not be familiar with all the required actions that need to be taken or regulatory guidelines, but that's OK. Shoreline handles it all for you - from step 1 of informing patients to years down the road, we'll be here.
Many state health departments and licensing authorities govern healthcare facility closure regulations or guidelines, and commonly recommend records be transferred. Check out our sample list of state guidelines. These laws vary state to state and may change regularly, but Shoreline will always refer to the most current mandates provided by local government.
To ensure continuity of patient care, avoid any allegation of abandonment, and fulfill contractual and regulatory obligations, a physician should provide notice in a timely manner. Our checklist will help you plan the next steps.
Our extensive history allows us to offer all the Medical Records Custodian Services you need with one trusted partner. Our customers choose us because we offer the reliability, confidentiality and security physicians require. As transparency and compliance continue to be of the utmost importance, Shoreline ensures that the latest regulations are followed and record retention requirements are ALWAYS met. Our compliance programs are best-in-class and we continually train our personnel and test our systems to ensure the highest level of confidentiality and security.
Whether you'd like to get more office space by outsourcing your documents or decide that you'd like to automate your current document workflow, Shoreline is here to help!Speak With a Custodian