Provider1st Pulse

Orthopedics Specialists Streamline Record Management

by provider1stdev | Dec 2, 2025 | Medical Record Requests, Success Story

Streamlining Records Management to Boost Compliance, Eliminate Patient Complaints, and Deliver a Gold Standard of Care.

The Challenge: Frustrated Patients and Unnecessary Costs

Despite their focus on clinical excellence, this Orthopedics Specialists group faced persistent operational friction in one crucial area:
medical record requests. Before partnering with Provider1st, the practice’s previous vendor relationship led to a series of escalating
challenges:

Patient Frustration: Record delays and poor communication led to repeated patient complaints.
Flawed Financial Model: Previous vendor billed the practice small, unnecessary processing fees.
Subpar Service Alignment: Service quality did not meet the practice’s required “gold standard of care.”

The Solution: Service Excellence and a Better Bottom Line

This clinical provider chose Provider1st for their demonstrated commitment to service and efficiency. Provider1st streamlined the entire records management process and addressed the financial pain point by:

Shifting all associated costs directly to requestors, eliminating processing fees for the practice.
Implementing high-level, compliant processes that drastically improved turnaround times and communication

The Results: Time, Savings, and Confidence

The transition to Provider1st was swift and highly impactful. By removing administrative burdens and enhancing compliance, Provider1st
empowered the TRI-VALLEY staff to focus entirely on patient care:

Significant Drop in Patient Complaints, freeing up staff time
Noticeable Cost Savings, eliminating administrative processing fees
Major Improvement in Turnaround Time for record delivery
Increased Compliance Confidence working with Provider1st

“Partnering with Provider1st has been one of our most successful operational transitions. Their efficiency, professionalism, and commitment to service excellence align perfectly with the high standards we expect from all our partners.”

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5 Benefits to Outsourcing Medical Record Requests

by provider1stdev | Dec 1, 2025 | Medical Record Requests

Discover how outsourcing medical record requests can alleviate common pain points in your healthcare practice. This article explores five key benefits, including reducing phone calls, minimizing compliance risks, protecting patient data, and enhancing patient satisfaction.

Do you or your staff run into this scenario daily?

Medical Record Requestor: “Hi, I’m calling again to check when I can receive the medical records for Karen Smith that we requested 1 week ago.”

Provider Staff: “As I mentioned to the person who called me yesterday and the day before, we are waiting for the attorney’s office to send payment prior to releasing Karen’s medical records.”

Sound familiar? Your office is not alone.

Office Managers have shared that dealing with phone calls tied to medical record requests is one of their largest pain points. And guess what, these calls come at the worst time when you are checking in patients, during clinicals or in the middle of daily tasks that keep the practice running smoothly. Not to mention that medical record requestors, like law offices, hire 3rd party call centers that call you daily asking about medical record status when we are waiting for the action item on their side to move forward.

5 Benefits to Outsourcing Medical Record Requests

Reduce Phone Calls: The #1 pain point when talking to office managers is the number of phone calls their staff manages when it comes to medical record requests. Requestors are now hiring international 3rdparty callers to check in daily on status when the provider is waiting for information or payment from the requestor.

Generational Trends: The need for personal healthcare data is increasing year over year. Younger generations are more proactive about their health and need to obtain their medical records annually. This is putting more administrative burden on medical staff which prohibits them from day-to-day operations of their practice.

Reduce Compliance Risk: 53% of healthcare data breaches are caused by staff negligence. This is understandable given the multi-tasking required to operate a medical practice. Help remove this heavy burden from your staff and enable them to care for patients.

Protecting Patient Data: Many medical record requests are tied to Point of Care (PoC) which means your staff will need to review the entire medical record and remove duplicates to find the specific information that is being requested. Often, it is difficult to ensure you are only sharing the patient information required and nothing more. This is a huge responsibility put on your staff to execute with precision.

Patient Satisfaction: Medical Records are being requested for a purpose and typically it’s an urgent need. Patients often get frustrated with your practice due to Turn Around Time (TAT). Your staff gets busy, calls in sick or takes vacation which causes a delay and medical record requests start to pile up. I think we all agree this is not an enjoyable task and most people like to push off doing this work until it’s absolutely required.

Industry Standard Compliance

Every step of the way, Provider1st ensures our processes are met with industry compliance standards your practice and patients expect with their data.

Shield Your Patient Data from Your EMR

Is your EMR vendor using your patient data in ways that could negatively impact your revenue?

Learn More

5 Benefits to Outsourcing Medical Record Requests

Discover how outsourcing medical record requests can alleviate common pain points that your healthcare practice is more than likely experiencing daily.

Learn More

How an Orthopedic Clinic Refocused on Their Patient Experience

Discover how outsourcing medical record requests can alleviate common pain points in your healthcare practice.

Learn More

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Ready to drive next level patient experiences?

Our mission is to help providers increase revenue while decreasing administrative burden that leads to incredible patient care. Schedule your meeting to get started today.

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Shield Your Patient Data from Your EMR

by provider1stdev | Nov 26, 2025 | Patient Care

Discover the hidden risks of EMR (Electronic Medical Records) patient data sharing and its potential impact on your medical practice’s revenue. Learn how to take control and protect your practice from negative consequences by opting out of patient record sharing.

Did you know that your EMR (Electronic Medical Records) vendor might be using your patient data in ways that could negatively impact your medical practice’s revenue? It’s time to take control. Contact your EMR representative today and request them to remove your practice from any type of Patient Record Sharing, which is often enabled by default in most contracts. Read on to understand how EMR patient record sharing can affect your practice.

The Legal Landscape

Under both state and federal law, patient health information can be used and disclosed for treatment, payment, and healthcare operations (such as auditing, resolving complaints, and evaluating quality of care) without needing written permission. Technically, no laws are being broken. However, it’s important to understand how your patient data flows from your practice to payors (health plans) via your EMR.

The Hidden Pathway of Your Patient Data

4 Reasons to Block Your EMR From Sharing Patient Data

Influence RAF Scores: Risk Adjustment Factor (RAF) Scores determine government budget allocations per patient. With access to your patient data, payors can identify gaps and use third-party vendors to maximize a patient’s risk profile, affecting your reimbursements and care processes.
Increased Claim Rejections: Payors with detailed access to patient data from your EMR can find reasons to reject claims and require prior authorizations, creating a cycle that hinders collections and disrupts cash flow.
Unfavorable Contract Negotiations: Armed with detailed insights into the type of care you provide, payors can leverage this information during contract negotiations to secure terms that may not be in your best interest.
Reduced New Patient Acquisition: Payors can deprioritize you in provider directories, making it harder for new patients to find and choose your practice, directly impacting your patient base and growth potential.

Many providers are already taking steps to protect their data. As a healthcare professional, you can be proactive by contacting your EMR sales representative and asking them to opt your practice out of patient record sharing. Most EMR contracts have this sharing enabled by default, so it’s crucial to make this change to safeguard your practice. For further guidance on protecting your data, Provider1st offers a free data assessment. Click here to learn more

Industry Standard Compliance

Every step of the way, Provider1st ensures our processes are met with industry compliance standards your practice and patients expect with their data.