Paper Shredding Solutions for the Medical Field
Modernizing Healthcare Document Shredding Solutions
The value of medical information is undeniable, making it a prime target for malicious intent. Thieves seek to exploit stolen medical data by selling it, initiating fraudulent claims, or even obtaining medical treatment under false identities. Healthcare providers and associated entities bear a profound responsibility to fortify their defenses against such breaches, ensuring the safety and privacy of patients’ sensitive data remains paramount.
In this complex landscape, meticulous management, handling, and disposal of patient files stand as crucial pillars for maintaining regulatory compliance and upholding confidentiality standards. Healthcare establishments must navigate a delicate balance between seamless accessibility and ironclad security, and Shred Nations stands as a reliable ally in achieving this equilibrium. With a robust suite of services encompassing compliant document management and record shredding, Shred Nations empowers practices to safeguard their patients’ information, mitigate risks, and contribute to a healthcare environment founded on trust and reliability.
Tips for Information Management in the Medical Industry
Effective information management keeps your practice in compliance. The process includes organizing, tracking, and maintaining paperwork. Doctors, care staff, and patients should be able to quickly access and share their information successfully. Below are some tips for efficient medical record management:
Certified Shredding
HIPAA requires medical records to be disposed of in a way that cannot be reconstructed. Partnering with a certified shredding company ensures that cross-cut shredding techniques are used. Professional services also provide a certificate of destruction to verify compliance for all shredding services.
Use an EMR System
Electronic medical records compile your information in a secure digital format. Paired with document management software, you will be able to easily transfer information and provide instant access to any file. Our systems reduce errors, increase security, and simplify records handling.
Contact Us For Your Free Quote
We're here to help you explore your options and find the perfect service for your needs.
Mobile Shredding Process
Step 1Contact Shred Nations
Fill out the form on our website or call us at (346) 251-0441. We’ll help you choose the right service and connect you with local mobile shredding professionals.
Step 2Get Your Free Quote
The local shredding providers will reach out to you with quotes, allowing you to make the right choice for your mobile shredding needs.
Step 3Schedule Your Service
Once you’ve chosen a mobile shredding provider, you’ll schedule your service with them and prepare your documents for destruction.
Step 4Get Your Files Shredded
The mobile shredding provider will come to your location and shred your files. They will provide a certificate of destruction once shredding is completed.
Why Choose Shred Nations?
Fast Turnaround
Get matched to a partner in 3-5 minutes. They will work with you to get a quote based on your specifications.
Nationwide Coverage
We have partners all over the United States and Canada.
20+ Years
Shred Nations has over two decades of experience matching customers to the right services.
Partnered with the Best
We are partnered with thousands of partners nationwide providing you with the best, secure options in your area.
Frequently Asked Questions
What is HIPAA?
HIPAA outlines the legal requirements that protect personal health information. Safe destruction is required when the record retention period is complete. Shredding is an approved method that renders your files permanently unreadable.
What is HITECH?
HITECH expands the security requirements of HIPAA and seeks to standardize the use of electronic medical records (EMR). It heightens enforcement and penalties for non-compliance. It also requires data breach notifications to patients.
What are my state medical record retention laws?
Each state has minimum medical record retention periods, typically ranging from 6 to 10 years. Once medical records have reached their retention period, they must be destroyed in compliance with local and federal privacy laws.
What medical documents should I shred?
- Patient Records and Charts
- Prescription Records
- Insurance Information
- Financial Records
- Employee Records
- Obsolete Policies and Procedures
- Expired Licenses and Certifications
- Marketing Materials
- Expired Identification Cards
- Old Electronics
What electronics should I destroy?
- Cell phones, laptops, and tablets
- Desktop computers
- Disk Drives, flash media, and hard drives
- Scanners, printers, & photocopiers
- Smartphones & Mobile Devices
- Tablets
How long do individuals need to keep records?
Record retention guidelines suggest keeping tax, legal, financial, and medical documents for a specific period of time. Tax returns can be audited for up to 6 years after filing, so it’s wise to keep tax records for 7 years.
Can I witness the shredding?
You can witness your shredding with our mobile shredding services.
How secure is Shred Nations?
All of our service providers comply with all state and federal data privacy laws including HIPAA, FACTA, GLBA, and more. Mobile shredding is our most secure service since you get to witness the shredding, but all other services besides drop-off locations will provide a certificate of destruction. It details that the process complied with all state and federal regulations in case of an audit.
How do recurring services work?
With recurring or scheduled services, you can have your service provider come to your location weekly, monthly, or quarterly, depending on your needs. In addition, your service provider will provide you with locked shred bins to hold your documents until your decided shred day.
How much do your shredding services cost?
The cost to shred your documents varies depending on few factors including location, service type, volume, and more. Learn more about what to expect when pricing a shredding project.
How can I calculate the size of my project?
You can use our shredding calculator to find out how much paper you have.
How do I schedule a service?
Contact us at (800) 747-3365 or fill out our form and we will help you find service providers in your area who are capable of handling your specific job size and type. We will connect you with our local partners and they will provide free, no-obligation quotes. When you choose your provider you will schedule the service with them.
What is off-site shredding?
Off-site shredding services send a large truck to your location to pick up your documents and safely haul them to a secure offsite facility for shredding. Learn more about offsite shredding.
What are purge shredding services?
Purge shredding is a one-time event for shredding documents in bulk. It’s ideal for when there’s a large number of documents past their retention time, there isn’t a need for ongoing services, or individuals just need a one-time clean-out of personal documents. Our service providers are equipped to handle any size project and can complete a purge shredding service in minutes.
What is a certificate of destruction?
A certificate of destruction is a formal document that provides details about the destruction of your papers and ensures the shredding process complies with all state and federal security laws. It includes details such as the transaction number, chain of custody, terms and conditions, collection date, location of the destruction, and more.
How can I keep a medical record retention log?
When you’re storing hard-copy medical records in bulk with an off site storage provider, your file boxes can be labeled with their individual retention times. While stored you can check up on the status of records and their retention times, and once they expire storage providers will handle the medical record destruction. For your digtial records, EHRs (electronic health record) are used to house and manage individual EMRs, and can be configured to track the retention times for medical records. Once retention periods expire, you can configure EHR systems to delete the files automatically.
What if I need to close my medical practice?
Shred Nations can connect you with a medical records custodian who can help you manage your patient records if you need to close your practice for any reason.
