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Home | Medical Records Management

Medical Records Management

Medical Records Management

Organized medical records are crucial for efficient processing of insurance claims and litigation matters. Establishing a clear timeline of events, patient history, doctors, and practices are vital to the timely preparation and review of these records.

Kensium BPO has extensive experience in medical records management and organization. Our trained professionals can review digital patient files and organize them chronologically to expedite the review process. We will reconstruct the timeline of events and present your records in a concise, bookmarked and text searchable PDF file. By organizing medical records and arranging them to your specifications, Kensium BPO reduces the time and cost burden traditionally shouldered by internal resources.

Kensium is a partner you can trust with sensitive and confidential medical records. Our facilities are ISO 27001 certified for information security and maintain HIPAA and GDPR compliance.

We also offer remote domestic medical records organization where your files remain in the US and are processed via secure VPN connection.

Medical Record Organization Workflow:


Unitization (LDD)

Patient files are reviewed to determine logical document boundaries and grouped by doctor visit, date of procedure, etc.



Patient files are reviewed for duplicate and/or non-essential documentation which are segregated or deleted from the file per your preference



A concise high-level summary is prepared including details of admission, diagnosis and testing, patient case history, procedures, and eventual discharge.


Coding & Indexing

Key information such as dates, facility/provider names, procedures, or record types will be captured from the file for use in keyword searches.



Using the indexing results, individual documents are organized into main categories. The number of categories and subsections are determined by you and what will best facilitate your review



Each category of the medical record is chronologically sorted


Bookmarking & Hyperlinking

The patient file is converted to PDF with bookmarks by client defined criteria. The bookmarks allow for quick access to specific record types, diagnoses, tests conducted, progress notes, etc.



All pages within the patient’s file are made text-searchable using OCR software

Other optional services include:

  • Redaction of PII or other key terms
  • Custom sequencing and Bates number application

Kensium BPO’s Medical Chronology & Summarization services are perfect for busy Personal Injury and Malpractice Firms and legal professionals that need help sifting through patient files. Our processors will conduct an extensive review of your client’s medical records including physician’s notes, consultation and progress notes, diagnostic testing results, etc. Pertinent events are presented chronologically giving you an overview and timeline of events for quick reference.

Our summary includes the cause of injury or accident, diagnosis and assessment, hospital entry and discharge details, test results, patient care detail, and more.

In addition, our professionals can also draft effective Settlement Demand Letters that provide a full of the incident or accident  and the damages incurred as a result.  This would include:

  • Description of the incident
  • Injuries sustained and medical treatment
  • Statement of past medical history
  • State-specific case laws
  • Statement of medical bills with dates and treatments (including ICD 10 Codes)
  • Summary table of damages

Kensium’s proven medical record organization workflow has been developed over 14 years and is flexible to your individual preferences. Let us design the right solution for you. All medical record organization projects undergo stringent quality control measures to assure complete accuracy. Our multi-tier QC methodology guarantees accuracy through 100% visual checks and random sampling prior to delivery.

The Kensium team is available to support you on a 24/7 basis. Most medical record organization projects can be completed overnight!

Call us today at 877-536-7486 or email to info@kensiumbpo.com for more details.

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