How to Choose a Records Storage Partner for Your Healthcare Practice

Running a healthcare practice involves wearing many hats, and one of the most critical is managing patient records. While many practices now use electronic health records, you’re still legally required to keep archival paper files for a set period. Picking the right partner for your healthcare records storage is a key step in protecting your patients, your practice, and your good name.

Making the wrong choice can open your practice up to serious risks, from heavy fines to legal troubles related to HIPAA violations. Your responsibility to protect patient information doesn’t end when those records leave your office. That’s why it’s so important to find a storage provider you can trust.

Below, we will walk you through what to look for in a records storage partner to ensure your sensitive data stays secure.

What to Look for in a Healthcare Records Storage Partner

When you’re evaluating options, it’s easy to get bogged down in the details. By focusing on these core qualities, you can find a partner that truly understands what a healthcare practice needs.

Uncompromising Security Measures

Security needs to be at the top of your list. Any potential partner’s facility must be designed to stop unauthorized access and protect against things like fire or water damage.

Look for a records storage provider that offers:

• 24/7 Monitoring: The facility should have constant video surveillance, inside and out.
• Controlled Access: Only authorized personnel should be able to enter storage areas. This usually means things like keycard access, biometric scanners, and detailed logs of who comes and goes.
• Smart Fire Suppression: Advanced systems that can extinguish a fire without damaging your paper records are essential.
• Climate Control: Keeping the temperature and humidity steady prevents paper from getting brittle and decaying over time.

These measures give you confidence that your records are safe from theft, accidents, and deterioration.

Deep HIPAA Compliance Expertise

HIPAA is complex, and compliance is non-negotiable. A simple mistake in handling or destroying records can lead to massive penalties. You need a partner who is not just familiar with HIPAA but specializes in it.

A true specialist will have set procedures for every part of the records management process. This covers secure transportation, a clear chain of custody that tracks your records, and certified destruction services when it’s time to dispose of them. They should be able to show you documentation of their compliance and staff training, proving they’re serious about protecting sensitive patient data.

Scalability and Flexibility

Your practice’s needs will change over time. You might acquire another practice, downsize, or simply see your patient volume grow. Your storage partner should be able to adapt with you.

A flexible provider offers scalable solutions, letting you increase or decrease your storage space without any headaches. They should have a plan that fits your current situation and can be easily adjusted for whatever comes next, whether you have a handful of boxes or a room full of them.

The Advantage of a Local Partner with Dedicated Support

When searching for records storage for healthcare practices, it’s common to think of the big national chains. But a local partner can often provide a level of service and personal attention that the corporate giants can’t.

With a national company, you can sometimes feel like just another account number, talking to a different person every time you dial a call center. A local provider usually offers a more personal relationship.

Consider the upsides of working with a local business:

• Dedicated Account Manager: Having a single account manager who knows you and your practice makes everything simpler. When you have a question or need to get a file, you know exactly who to call.
• Quicker Service: A local partner is right around the corner, which often means faster turnaround for document retrieval and delivery.
• Supporting Your Community: When you work with a local business, you’re investing in your own community’s economy.

This kind of personalized service helps ensure your needs are heard and handled quickly, making for a much better experience.

Why Augusta Data Storage is the Right Choice for Your Practice

Finding a partner that ticks all these boxes might seem like a tall order, but Augusta Data Storage was built to serve the unique needs of healthcare practices in the CSRA. We combine the security of a large company with the dedicated service of a local business.

Here’s how we deliver secure medical records storage:

• Local Service and Dedicated Management: We’re your neighbors. You get a dedicated account manager who understands your practice’s specific needs and is always just a phone call away.
• Advanced Security: Our facility is armed with 24/7 surveillance, strict access controls, and a state-of-the-art fire suppression system to keep your records safe and sound.
• HIPAA Experts: We are NAID-AAA certified and specialize in HIPAA-compliant storage and destruction. We maintain a secure chain of custody from the moment your records leave your office until they are properly destroyed at the end of their lifecycle.
• Flexible Plans: We work with you to create a storage plan that can easily expand as your practice grows.
• Disaster Recovery: We build disaster recovery planning right into our services, so your records stay protected from unexpected events like natural disasters, fires, or floods. With secure backups, climate-controlled storage, and rapid response protocols, we make sure your practice can bounce back fast, no matter the circumstances.

The partner you choose for records storage has a big impact on your practice’s security and efficiency. You need someone you can count on to handle your most sensitive information with the care it needs.

Ready to secure your records with a trusted local partner? Contact Augusta Data Storage today and learn how our medical records storage solutions can benefit your practice.