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Medical Records Indexing Services | Outsource Medical Records Indexing Process | Medical Records Indexing Company | Medical Records Indexing Outsourcing

What is Medical Record indexing? How Impacts Patient Data Management
Outsource Your Medical Records Management with Medical Billing Entry

Effective Medical Records Indexing Services for Improved Patient Data Accuracy and Management

What is Medical Record Indexing?

Medical record indexing involves organizing and classifying patient data to make it easily accessible. It’s a crucial aspect of healthcare records management that ensures accurate billing, timely diagnosis, and effective treatment.

How Impacts Patient Data Management?

Medical record indexing plays a vital role in enhancing patient data management by making patient information readily available when needed. This approach ensures that physicians can access the right information at the right time, leading to faster diagnosis and better patient outcomes.

Outsource Your Medical Records Indexing Process

At Medical Billing Entry, we understand how important medical record indexing is to your practice or facility. That’s why we specialize in providing professional medical records indexing services and outsourcing solutions tailored to your specific needs.


Medical Records Indexing Services
Why Choose Us for Your Medical Record Indexing Needs?
  • We offer flexible and reliable medical records indexing services that ensure accurate and efficient data management.
  • We have a team of expert professionals who are trained in handling complex medical coding processes with ease.
  • We provide cost-effective outsourcing solutions that help you save on time and resources while ensuring top-quality results.
  • We use advanced technologies to ensure maximum efficiency, accuracy, and security of your medical records data.

Don’t let disorganized medical records slow down your practice or facility. Choose Medical Billing Entry for reliable, efficient, and cost-effective medical record indexing services today!

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Medical Records Indexing Solutions

Medical records indexing is the detailed process of organizing a patient’s demographic, diagnostic, and treatment-related information in an electronic format for easy and efficient retrieval in the future. Maintaining a comprehensive and categorized archive of a patient’s medical history in an easily accessible manner enables healthcare professionals to personalize and improve patient care. Maintaining comprehensive and accurate medical records of patients is mandatory for healthcare providers in the United States. This requirement is generally enforced as a licensing or certification prerequisite.

Doctors and patients commonly use three types of medical records:
  • Personal Health Records (PHRs) refer to any medical records that you possess, whether in paper form or digital format on devices and websites. These records contain information that is created and stored by your healthcare provider.
  • Electronic Medical Records (EMRs) are electronic files securely stored using an online application for easy access and management. Typically, these files are used by labs and hospitals and are not shared with providers outside of the system.
  • Electronic Health Records (EHRs) are designed to be shared and managed between various healthcare providers, allowing for easy transfer of information between your physician, hospital, lab, and drug store.
The Benefits of Medical Records Indexing
  • Improved Patient Care: Collecting and organizing a patient’s medical history electronically enables healthcare providers to access necessary information on-demand, enhancing their ability to diagnose and treat patients.
  • Searchability: Paper documents take up physical space and make it difficult to retrieve and reference information. In contrast, electronic medical records indexing allows healthcare providers to easily find specific keywords or documents instantly when indexed accurately.
  • Hassle-Free Storage: Since it is mandatory to archive patients’ data for a minimum of 7 years, electronic documentation helps save space and makes storage easier.
  • Improved Collaboration: Indexing medical records provides a faster and safer way for healthcare providers to share and manage patient information.

Medical Billing Entry takes great pride in providing award-winning medical billing, medical coding, and revenue cycle management services to healthcare providers nationwide for over 15 years.

Healthcare providers are constantly seeking new ways to gain deeper insights into their patients and improve their care. To achieve this, they must refer to various patient data in order to provide personalized and effective treatment. Our team has extensive experience in providing high-quality medical record indexing services. We comprehensively manage your patients’ demographic data, treatment-related information, clinical history, medical reports, and more., We index your records in a systematic and organized manner, allowing for on-demand retrieval. This means that you can stay focused on offering the best care to your patients while we take on the responsibility of managing your records.

Our Indexing Process
  • Streamlining operations maximizes productivity and reduces turn-around time.
  • Medical records are scanned in batches for indexing.
  • Secure Access: Our team accesses scanned documents using an end-to-end encrypted and highly secure VPN network.
  • Accurate Indexing: All patient records and related documents are reviewed and cataloged. After a thorough inspection, each document is precisely indexed into its relevant electronic record.
  • Quality Audit: Our quality audit team thoroughly reviews the indexed records to ensure guaranteed accuracy and consistency.
  • Real-Time Reporting
What is medical record indexing and how does it impact patient data management?

Medical record indexing is a popular practice that involves the streamlined organization, cataloging, and storage of patients’ medical information. It has evolved into an integral part of medical operations. In the United States of America, it is mandatory to maintain patients’ medical records for a minimum of seven years. Meticulous operations like medical record indexing have been carried out for years in hospitals, clinics, and other healthcare centers, leading to a rise in demand for professional indexing services. Many medical record indexing companies are based in developing countries, creating job opportunities in the trillion-dollar healthcare sector.

Medical record indexing: Its significance in healthcare documentation.

For decades, document indexing has been a crucial component of the healthcare system. It presents a reliable long-term solution to common hurdles associated with document storage, categorization, and safeguarding sensitive files. By implementing document indexing techniques, healthcare providers can focus on delivering top-tier care rather than managing paperwork. A reliable medical record indexing service is crucial for organizing and storing critical patient information, such as demographics and treatment details, in one accessible location. This enables quick and easy retrieval of information when needed for future reference. Ensure the seamless management of your patients’ records by implementing an efficient medical record indexing service today!

Medical records indexing offers significant advantages such as easy retrieval and accurate documentation. Companies that invest in medical record indexing can streamline their business processes, claims submissions, data retrievals, and more. With these benefits, leveraging document indexing is a smart move for any organization looking to improve efficiency and productivity.

In the healthcare industry, keeping track of medical records can be a daunting task. This is where medical record indexing services come in handy. With these services, healthcare companies can easily handle their high volume archives by accurately documenting up-to-date data and medical reports on a secure digital platform. This ensures that patient data will always be available for retrieval without any risk of loss or misplacement. It’s the perfect solution for any healthcare organization looking to streamline their record-keeping process and improve overall efficiency.

Indexing is important as it helps to reduce redundant or missing files, incorrect patient information, and invalid storage methods. It also ensures that data can be retrieved accurately for further processing.

Indexing – What It Entails:

Medical record indexing is a crucial factor in accurate statistical measurement. It enables efficient data tracking and segmentation of specific market segments. Indexing also serves as a valuable tool for passive investment strategies.

Medical records indexing services help locate data without having to search extensively through each and every row. This is particularly important when dealing with multiple fields in medical record indexing. Creating a proper index ensures that there is an appropriate field value and a pointer to the record it holds.

How Document Scanning and Indexing Works:

Document scanning and indexing work in tandem to ensure easy storage, search, and retrieval. Scanners have the capacity to scan thousands of pages and transfer large bundles of paper to digital platforms as JPEG, TIFF, or PDF files. Scanners are important because their software can process image files and retrieve the necessary patient data for storage and retrieval. On the other hand, the indexing software helps categorize documents, enabling marketers to refine search criteria for optimal results.

Data storage is crucial in healthcare systems worldwide, and medical record indexing plays an integral role in maintaining order and facilitating data retrieval by ensuring that information is stored in the correct location. This helps medical staff access all the information they need to determine the most suitable treatment options. Therefore, a robust patient data storage system is important to optimize healthcare document management.

Medical treatment often involves managing large amounts of patient data. In addition to indexing medical records, document scanning is also important for effective data management. By collecting details from paper documents and converting them into digital formats, document scanning and indexing can streamline the process of managing patient data. This facilitates easy storage, retrieval, and use of data, which has helped healthcare professionals provide the most suitable treatment based on the available patient data without any hassle.

Cost Minimization: The search functionality is a feature that helps marketers minimize costs by allowing them to search for results within a vast archive of stored documents. This feature enables marketers to type in the keywords and obtain the desired results, hence reducing the time and cost associated with manual search. This is especially beneficial when developing a small or medium-sized application, as it minimizes costs and allows marketers to explore the fundamentals of document scanning and indexing.

Advantages of Medical Records Indexing Services
  • Data Management: Storing hard copies of files requires a lot of physical space, and once that space is used up, retrieving files becomes a challenge. With medical records indexing, data is stored on a digital platform, taking up much less space and making retrieval of files easier.
  • Easy access is important when it comes to offsite storage of data. However, it often takes time to access the data. With medical data indexing, you can access documents in less than a minute.
  • Text-based search is promoted: Storing hard copies is not conducive to business needs. When hospitals need to retrieve data, manual searching is often required, which is not suitable for quick and time-bound tasks.
  • Streamlined business: Hard copies often slow down the flow of information between channels, causing delays. To access data that flows at the speed of electrons, medical record indexing is the ideal solution.
  • Optimal preservation of data is ensured through medical records indexing, which protects valuable information. In contrast, paper documents may become damaged or destroyed over time. Indexing promotes data protection and makes retrieval easy.
  • Improved collaboration: Seamless communication and collaboration between departments are crucial for business growth. However, relying solely on paper documents can hinder this process. Appropriate digital documentation and easy data transfer are essential for effective business collaboration.
How Medical Record Indexing Adds Value to Medical Data Management
  • At first glance, indexing may seem irrelevant when it comes to medical record keeping. However, as medical marketers and healthcare service providers, understanding the benefits of documentation and retrieval makes indexing a prominent best practice for managing medical data.
  • One major highlight of medical record indexing is that it makes handling clinical data and meticulous documentation much easier. By categorizing the data into specific groups, it enables easy retrievals. Additionally, metadata and keyword search add to the dynamism of the process.
  • Top medical record indexing companies ensure that large volumes of documents can be categorized and managed more efficiently. With digital indexing, searches that may have been time-consuming and outdated can now be completed in less time.
  • That’s not all; larger documents are precisely organized based on specific categorizations. This process saves time that would have been spent searching through individual documents.
  • Medical indexing is widely used for invoicing and includes indexing fields such as invoice number, vendor name, vendor ID, PO number, and more. On the other hand, student medical records include the student’s ID, name, date of birth, and other relevant information to ensure accurate categorization and retrieval of data when and where needed.
  • Indexing is also essential for quick insurance claims. The indexed fields could include policy number locators, as well as other patient data and medical records, to facilitate seamless claims submissions and processing.
Outsourced Medical Records Indexing Services

Medical health records are a valuable asset in the healthcare sector. Hospitals and clinics are mandated to maintain patients’ medical records for a specific period of time. It has been observed that maintaining paper documents and hard copies of records can be cumbersome and lead to inconsistencies. These errors can result in misplaced files or loss of medical data.

The advancement of digital technology has made converting medical reports into electronic health records obsolete. Additionally, this process is time-consuming. Data documentation and indexing are gaining immense popularity as they effectively organize, categorize, and sort patient data for optimal use.  The major advantages include reduced costs, easy data storage, and hassle-free retrieval of patient data.

How It Works:
Once hospitals choose to outsource medical record indexing, there are a host of services that are offered. Some of them are explored as follows:

Error Detection: The file is scanned for errors and duplicates using industry best practices. We take care to use a document detection mechanism that eliminates incorrect document filing.

Quality control: Documents can be scanned in bulk and accurately indexed through a carefully crafted quality control mechanism.

Managing and monitoring quality control is crucial for ensuring productivity in the indexing process. Real-time visibility into every aspect of the process helps to ensure quality control.

  • Healthcare service providers often seek out the right platforms to outsource medical record indexing, in order to achieve maximum deliverables. By outsourcing bulk medical reports and documents, they can improve data efficiency and reduce costs.
  • Healthcare service providers have chosen to outsource medical record indexing to ensure easy access to patient summaries in chronological order. In addition to providing easy access to medical records, medical record indexing ensures that documents are archived and retrieved with ease. Not only that, but the top providers of healthcare data indexing also ensure security measures that comply with legal norms and regulations. Healthcare data indexing also implements a disaster recovery protocol to ensure data protection.
  • Bulk document scanning solutions can efficiently handle medical records with large variations. However, it is important to note that these solutions work best when paired with precision-driven indexing solutions. An optimally organized document indexing system ensures that hospitals and healthcare centers can focus more on their core competencies.
  • Document scanning and indexing are performed to tag patient records with specific search terms, in compliance with the organization’s preferred standards. This facilitates easy retrieval of relevant information. The successful implementation of a document depends on its indexing setup, which helps to improve patient record retrieval and management. Outsourcing medical record indexing allows healthcare organizations to focus on their core competencies and improve productivity in healthcare services.
  • By outsourcing medical records indexing, marketers can now process large amounts of data and generate maximum output while saving costs. The seamless process also ensures that patient summaries are maintained in chronological order, with quick access to various medical records and other documents.
  • Offshore outsourcing of medical records offers the biggest advantage of having medical record indexing and scanning done by a professionally equipped team, which healthcare organizations can benefit from. Healthcare organizations will have ample time to focus on their business and services, as the records will be managed with precision.
  • Opting to outsource medical record indexing can significantly reduce internal operational expenses. A professional team of experts can index larger volumes of patient data in less time, freeing healthcare providers from spending more on staffing and training. Offshore outsourcing providers, such as Medical Billing Entry, strictly adhere to rules and regulations associated with medical record scanning and indexing services to ensure meticulous streamlining of business operations.
  • Medical Billing Entry is a leading provider of medical record indexing services that help healthcare providers excel. Our commitment to providing immaculate services also promotes swift turnaround times, ensuring that hospitals and healthcare organizations can achieve business excellence. Ensuring scalability and error-free medical record indexing can increase business revenue by allowing hospitals to focus on their core competencies.
  • Additionally, we ensure that data management and shipping comply with regular quality checks for a variety of medical records. We will maintain quality checks according to mandatory norms to streamline business operations. Our system allows for easy import of electronic documents from various external sources, including USB drives, CDs, emails, fax queues, and other media.
  • Information security is another integral aspect of our outsourced medical record indexing service, as it ensures HIPAA compliance and protects all confidential data. Our standard operating procedures and training programs ensure that we at Medical Billing Entry follow best practices to provide optimal indexing results.
  • As pioneers in medical record indexing, we optimize the process to help augment business growth while ensuring regulatory compliance. Our dedicated team pays close attention to detail, which improves compliance. We specialize in providing accurate healthcare data management solutions. Our diligent services help hospitals, clinics, and other healthcare organizations focus on delivering quality healthcare services.
  • Our medical records indexing services offer a significant advantage as our dedicated team of researchers ensures the quality and productivity of the indexing and scanning process. We generate real-time reports to help our customers customize their work models according to their business requirements. We take pride in our precision and go the extra mile to ensure efficient medical records indexing.

Indexing medical records is a vital function within any healthcare facility and it needs to be managed diligently with great attention to accuracy and detail.


A health record, also known as a medical record, is a comprehensive document that contains a patient’s complete medical history and the care provided to them by a particular healthcare provider. There are several types of medical records that are used interchangeably because they contain similar information. However, certain characteristics differentiate the various types of medical records. Some of the key types of medical records that we index are:

1)Electronic Medical Record (EMR)

This refers to records that are created and stored within a single healthcare organization, such as a hospital, clinic, or medical center.


This is an electronic application that allows patients to access, manage, and share their medical data in a private and confidential environment.


This comprises medical information that can be managed and accessed across multiple healthcare organizations.

We effectively manage our medical records indexing process through the following steps: –

SCANNING: The client’s office staff scans batches for indexing.

ACCESS MEDICAL RECORDS: The MBE team accesses scanned documents through a secure VPN.

INDEXING: Search for the patient using their MRN, first and last name, SSN, etc. and then index their folder appropriately.

QUALITY CHECK: The staff checks each batch for indexing accuracy. Errors are tracked for correction/action using Six Sigma methods.

Transfer of Documents: The hospital or health service provider sends the scanned medical records to our indexing team.

Accessing Scanned Documents: Our indexing team securely accesses scanned documents using a VPN connection.

Indexing of Records: The indexing team receives, reviews, and categorizes patient records and related documents. Each document is then examined by team members, indexed into relevant digital records, and stored in a central location defined by the client.

Quality Control: Our team of experienced quality control staff reviews the indexed records for accuracy and consistency.

Our indexing process ensures that you receive the best quality service and support, making records management and retrieval quick, painless, and highly efficient for all employees in your organization.

To learn more about outsourcing your medical records indexing services to Medical Billing Entry, please fill in the inquiry form, and our Client Engagement team will be in touch with you within 24 hours.
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By selecting Medical Billing Entry & Healthcare Services, you will be tapping into a wealth of expertise in medical billing & Coding MBE services that spans over 15 years. Medical billing is a form of communication between the healthcare provider and the payer to ensure that costs related to medical services are appropriately recorded and paid.

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