4 Ways Medical Offices Can Keep Their Patient Information More Organized


By Anica Oaks

In your medical office, patient information is one of the most valuable resources you have. It makes sense, then, that in order to properly protect and maintain this information that you need to keep it organized. Though your office likely has some sort of system to keep patient information organized, there is always more that can be done. To help you take great care of the information that’s been entrusted to you, here are a few tips to help increase the organization of your patient information.

Regular Practice

One of the best ways to keep patient information organized is to make organizing a regular part of your business practices. If you limit organizing to times when everything is a mess or when you have a rare record purge, you risk losing patient information that could put you at risk of exposing this information to the wrong parties.

Even if that doesn’t occur, it will still be difficult to find the information you need if it’s only rarely organized. That’s why it’s so important to organize your patient information on a regular basis, whether it be weekly, monthly, or on some other regular schedule. By incorporating organizing into your normal routine, you’ll be far more likely to give it the time it deserves.

Designated Individual

Another challenge you may have when trying to keep your patient information organized is that everyone in your office can see it as “someone else’s” job. It’s not that people are necessarily unwilling to organize patient records, just that it’s likely not a specific job requirement of any certain person. In the midst of day-to-day busyness, then, it can be easy for your office staff to overlook the crucial role of organizing patient records.

If someone in your office is specifically responsible for organizing, however, it’s far more likely that the job will get done. So, whether you have to re-define someone’s job role to add this task or you need to hire someone new and add this to the list of their responsibilities, be sure to have someone who, among their other responsibilities, is responsible for keeping patient information organized.

Utilize Technology

When it comes to organized patient information, technology is definitely your friend. Electronic records allow you to easily and automatically keep all patient information organized and makes updating that information incredibly easy. Plus, most technology platforms that allow you to organize records also have other features that can help improve the efficiency of your office. These features include patient review software, marketing tools, personnel resources, and more. Together, these features will give you more time to focus on what’s truly important: your patients and your office staff.

Ask for Updates

In some cases, patients who you have seen in the past have moved on for one reason or another. Though privacy laws control the destruction of patient records, updating the information in these records is up to you. That’s why it’s a great idea to reach out to your patients to update their contact information, medical history, and other information pertaining to their file. This can be done when they’re in the office for an appointment or can be done by sending forms through the mail. Either way, having updated patient records is a great way to be confident in the care you’re providing.

When it comes to patient information organization, everyone benefits. Whether it’s the patients who enjoy a faster and more seamless experience when they come to the office for an appointment or it’s the office staff who enjoy less stress and more clarity, good organization is good for everyone involved. With the simple tips mentioned above, you can achieve excellent patient information organization with minimal effort.


Anica Oaks is a professional content and copywriter who graduated from the University of San Francisco. She loves dogs, the ocean, and anything outdoor-related. You can connect with Anica on Twitter @AnicaOaks.

Disclaimer: The viewpoint expressed in this article is the opinion of the author and is not necessarily the viewpoint of the owners or employees at Healthcare Staffing Innovations, LLC.

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