Securing Physical Medical Records: Minimizing Risks in Record Keeping

In the evolving landscape of healthcare, protecting sensitive patient data remains a top priority.

While much of the focus is on digital security, traditional medical charting methods also play a critical role in maintaining compliance and minimizing risks. Ensuring proper security protocols for physical records is just as essential as safeguarding electronic health records (EHRs).

Risks of Insecure Medical Record Keeping

Traditional medical charting still forms a backbone of medical documentation in many healthcare facilities. However, physical medical records are vulnerable to various security threats, including:

• Unauthorized Access – Paper charts can be misplaced, accessed by unauthorized personnel, or even stolen.

• Loss and Damage – Fires, floods, and other disasters can result in permanent loss of vital records.

• Human Error – Misfiling or mishandling of charts can lead to misplaced information and breaches of confidentiality.

Storage of Medical Records: Best Practices for Securing Traditional Charting

To minimize security risks, healthcare facilities should implement best practices in record-keeping, including:

1. Controlled Access

Restrict access to physical charts by storing them in locked cabinets or dedicated file rooms. Only authorized personnel should have the ability to retrieve or update records.

2. Audit and Tracking Systems

Implement sign-out and tracking systems to monitor who accesses physical records. Maintaining a log can help identify potential security breaches and ensure accountability.

3. Regular Training for Staff

Educate employees on the importance of chart security, HIPAA compliance, and best practices for handling physical records safely.

4. Use of Secure Charting Solutions

Utilizing durable and secure charting products, such as lockable binders and tamper-resistant dividers, adds an extra layer of security to prevent unauthorized access.

5. Disaster Preparedness and Backup Plans

Keep backups of critical paper documents, either as scanned copies in a secure digital format or stored in a separate, protected location. Having a disaster recovery plan in place ensures continuity in case of emergencies.

Using EHR Cybersecurity with Traditional Security

With the increasing adoption of EHRs, many healthcare facilities use a hybrid approach, balancing paper and digital documentation. Ensuring that traditional charting security aligns with cybersecurity protocols creates a comprehensive record-keeping strategy.

By proactively managing physical record security, healthcare providers can enhance patient privacy, maintain compliance, and ensure seamless and secure access to critical information.

Is your facility taking the right steps to protect traditional charting records? Contact us today to explore secure charting solutions designed to safeguard patient information while maintaining efficiency in medical record-keeping.