Medical record indexing is a popular practise that entails streamlined organizing, cataloguing and storing of patients` medical information. It has evolved as an integral part of medical operations. In the United States of America, it is a mandate to maintain patients medical records for a minimum of seven years. These meticulous operations have been carried out for years across hospitals, clinics and other healthcare centers, leading to a rise in demand for professional medical record indexing. Most of the medical record indexing companies are based out of developing countries and this creates more job opportunities in the trillion-dollar healthcare sector.

Medical Record Indexing- Its Significance in Healthcare Documentation

medical records indexing services

Document indexing has been an integral part of the healthcare system since decades. It offers long term solution to problems associated with document storage, document categorisation and file protection. Medical record indexing service is also important as it involves organizing and storing patients` information; both demographic and treatment-based data, in one file, in order to successfully retrieve it for later.

Easy retrieval and accurate documentation are the major highlights of the medical records indexing. These substantial benefits ensure that businesses opting for medical record indexing should leverage document indexing to ensure smooth business process, claims submissions, data retrievals and more.

Medical record indexing services are particularly important for healthcare companies that have to deal with high volume archives. The up-to-date data and medical reports will be accurately documented on a digital platform to be retrieved later without loss of patient data.

Indexing is also important as it curtails redundant or missing archives, incorrect patient information and invalid methods of storage of data. It also ensures that the data is retrieved with precision for further processing.

Indexing – what it entails:

Medical record indexing may be broadly classified as an indicator for accurate statistical measurement. It may be used to track data and to group specific market segment. Indexing is also a right tool for investment strategy for passive investments.

Medical records indexing services helps to locate data without having to search extensively in each and every row.  Medical Record indexing is particularly important when there are multiple fields. Creating an appropriate index ensures that there is a suitable field value and a pointer to the record that it holds.

How Document Scanning and Indexing Works:

Document scanning and indexing work in tandem.  Besides ensuring easy storage, search and retrieval, the scanners also 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 also important as the software is able to process the image files and get the required patient data for storage and retrievals. The indexing software, on the other hand, helps to categorise documents to enable marketers to further the search criteria for optimal results.

The Impact of Medical Record Indexing in Healthcare Services:

medical records indexing companies

Data Storage: Medical record indexing is an integral part of healthcare systems worldwide. In addition to bringing about order it can be used to retrieve data by moving it to the right location. This assists medical staff to access all the information which they need to determine the most suitable treatment options. A robust patient data storage is thus important to optimize healthcare document management.

Medical Treatment: Besides medical records indexing, document scanning is also important to effectively manage patient data.  Document scanning and indexing collects details from paper documents and converts the data into digital formats. This facilitates easy storage of data, hassle-free retrievals and use. This has helped healthcare professionals work on providing the most suitable healthcare treatment based on all the patient data that is available.

Minimizes Costs: Search functionality is yet another feature that helps marketers to minimize costs. The search feature helps marketers type the words and search for results within the huge archive of stored documents. This is especially beneficial when you are developing a small or medium sized application. This minimizes costs and allows marketers to explore the fundamentals of document scanning and indexing.

The Advantages of Medical Records Indexing Service

patient records indexing USA

Data Management: Hard copies require large space and once that space is used up for storing files not only does it take up the entire space but it is also difficult to retrieve the files. Medical records indexing stores the data on a digital platform taking much less space.

Easy Access: Offsite storage of data often requires time to access. Medical data indexing ensures that you access the document in less than a minute.

Promotes text-based search: Storing hard copies is not conducive where business is concerned. Often, when hospitals need to retrieve the data, it may require manual searching which is not suitable for quick and time bound tasks.

Streamlines business: Hard copies often delay the business by slowing down the flow of information from one channel to the other. To get data that flows at the speed of electrons, medical record indexing is ideal.

Optimal preservation of data: The medical records indexing ensures that valuable data is protected. Paper documents on the other hand may get destroyed or damaged with time. Indexing fosters data protection and easy retrieval.

Enhances Collaboration: It is important to have seamless business communication and collaboration between departments to help the business grow. It may be hindered if you rely only on paper documents. Therefore, appropriate digital documentation and easy transfer of data ensures that business collaboration is in place.

How Medical Record Indexing Adds Value to Medical Data Management

medical records data management

Initially when you consider the process of medical record keeping, indexing may sound irrelevant. As medical marketers and healthcare service providers when you understand the advantages of documentation and retrievals, it gains prominence as one of the best practises in handing medical data.

The major highlight is that handling clinical data and meticulous documentation becomes easier with medical record indexing. Through categorization of the data into specific groups, it helps in easy retrievals. Metadata and keyword search add to the dynamism of the process.

Leading medical record indexing companies ensure that larger volumes of documents may be categorically indexed and better managed. Through digital indexing, searches which would have been time consuming and perhaps obsolete, now get completed in less time.

That is not all; larger documents are organized with precision, based on specific categorisations. The process would have required more time to search through individual documents.

Medical indexing is widely used for invoices, indexing fields which includes invoice number, vendor name, vendor ID, PO number and more. The student medical records on the other hand include student ID, name, DOB and more to ensure they are categorized precisely and data is retrieved at the right time and place.

Indexing is also integral for quick insurance claims. The index fields could include policy number locators in addition to the other patient data and medical records to facilitate seamless claims submissions and claims processing.

Outsourced Medical Records Indexing Services

Medical health records are nothing short of a goldmine in the healthcare sector. Hospitals and clinics are required to maintain the medical records of patients for a stipulated time period. It has been observed that maintaining paper documents and hard copies of the records is cumbersome and may lead to inconsistencies. Such errors may result in misplaced files or loss of medical data.

With the advancement of digital technology, converting the medical reports into electronic health records has also become obsolete. Besides, it is a time-consuming process. Therefore, data documentation and indexing are gaining immense popularity as they effectively organize, categorize and sort out patient data for optimal use.  The major advantages are 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 explores as follows:

Detect Errors: The file is searched for errors and duplicates by adhering to the industry best practises. Care is taken to employ document detection mechanism which eliminates incorrect document filing.

Quality Control: Documents may be taken in bulk and put in scanners to index them accurately through a carefully crafted quality control mechanism.

Manage and Monitor Quality Control: Real-time visibility into every aspect of the indexing process ensures assured productivity.

Most healthcare service providers are in search of the right platforms to outsource medical record indexing to ensure maximum deliverables. Once they outsource the bulk medical reports and documents, they achieve enhanced data efficiency and reduced costs.  

Healthcare service providers have opted to outsource medical record indexing, to ensure easy access to patient synopses in a chronological order. Besides providing easy access to medical records, medical record indexing ensures that documents are archived and retrieved with ease. That is not all; leading providers of healthcare data indexing also ensure security backing that complies with the legal norms and regulations.  Healthcare data indexing ensures that there is a disaster recovery protocol in place.

Through bulk document scanning solutions, medical records with huge differences can also be handled efficiently. It is important to note that the document scanning solutions work best when the indexing solutions are precision-driven. The optimally organized document indexing system ensures that hospitals and healthcare centers focus more on the core competencies.

The major factors that impacts how document management solutions can be maintained is by ensuring that the medical records are accurate and compiled with the highest levels of accuracy. Accurately scanned and updated medical records are a boon for hospitals as they reduce overall costs and deletes erroneous data. This ensures that data indexing and the documentation process is error-free. Once healthcare service providers opt for outsourcing services, the tasks are carried out diligently to ensure maximum returns with the best use of technology.

Document scanning and indexing are carried out to facilitate patient tagging with specific search terms in compliance with the organizations` preferred standards. Successful implementation of the document depends on the document indexing set up and helps to augment patient record retrieval and easy management. Once medical record indexing is outsourced, the healthcare organization may focus more on healthcare and core competencies to enhance productivity.

Once marketers decide to outsource medical records indexing, they are now able to process bulk data and generate maximum outputs while saving costs. The seamless process also ensures that patient summaries are maintained in the chronological orders with quick access to different medical records or other medical documents.

The biggest advantage of offshore outsourcing of medical records is that healthcare organizations can have medical record indexing and scanning done by a professionally equipped team. The records will be managed with precision giving healthcare organizations ample time to focus on their business and service.

Choosing to outsource medical record indexing reduces the internal operational expenses significantly. Besides, a professional team of experts index larger volumes of patient data in less time. It frees healthcare providers from spending more on staffing and training. Offshore outsourcing providers like Medbilling Experts strictly follow rules and regulations associated with medical records scanning and medical record indexing services to ensure that business operations are streamlined meticulously.

Why Med Billing Experts Is A Leading Medical Record Indexing Company

Med Billing Experts is a frontrunner in providing medical record indexing to help healthcare service providers excel. The immaculate services we strive to achieve also promotes swift turnaround time. It ensures that hospitals and healthcare organizations are able to achieve business excellence. Scalability and error-free medical record indexing will spike the business revenue by ensuring that hospitals focus on core business competencies.

Besides, we also ensure that data management and shipping will be compliant with regular quality checks for a host of medical records. The quality checks will be maintained with mandatory norms in order to streamline business operations. We allow easy import of electronic documents from a host of external sources that include USB drive, CD, email, fax queue or other media

Information security is yet another aspect that is integral to our outsourced medical record indexing as it ensures HIPAA compliance to protect all the confidential data. The SOPs and training programs ensure that we at Medbilling Experts follow best practices to provide optimal indexing results.

As a pioneer in providing medical record indexing, we ensure to optimize the process and help augment business growth. The regulatory compliance will improve owing to the dedicated team and their attention to detail. Thorough knowledge of fostering accurate healthcare data management solutions is our forte. Our diligent services will help hospitals, clinics and other healthcare organizations focus on the quality of healthcare services.

The biggest advantage of our medical records indexing services is that our dedicated team of researchers verify the quality and productivity of the indexing and scanning process. We also generate real-time reports which helps our customers customize their work models to suit business requirements. We go the extra mile and work with precision to ensure efficiency to medical records indexing.



Clean Claims On First Submission




HIPAA Compliance


Increase in Collections

Get a Quick Quote

Our Software Expertise

Software Tools We Use for Medical Billing and Coding Solutions