Have you considered these 4 areas of Release of Information Management?

At a Glance

  • Relying on Outdated Processes: Emphasizes updating medical records management and ROI processes to maintain efficiency and compliance.
  • Inefficiencies in Processing Requests: Highlights the negative impact of delays due to manual processing methods and the benefits of adopting digital solutions.
  • Overlooking Details in Information Handling: Stresses the importance of accuracy and detailed process management in ROI to avoid errors.
  • Unauthorized Access or Disclosure: Underlines the need for strict protocols and education to prevent unauthorized disclosure of patient information.


As we navigate through 2024, it’s increasingly evident that the management of health information, particularly the release of information (ROI), is a critical aspect of healthcare administration. While striving to maintain compliance and operational efficiency, medical practices often encounter challenges that can lead to mistakes in ROI processes. Here we’ll highlight common errors and offer current strategies for healthcare administrators to optimize their ROI management, ensuring both regulatory compliance and effective patient care.

Relying on Outdated Processes

In the fast-paced, ever-changing healthcare environment, sticking to outdated processes can hinder efficiency and compliance. Regular re-evaluation and updating of medical records management and ROI processes are crucial. Implementing a continuous improvement plan that includes regular training for staff on updated procedures and technologies is key. Conducting comprehensive audits of both manual and digital workflows, security measures, and compliance with evolving state and federal laws can help identify areas for improvement. Take care to ensure that the process of responding to legal requests is only done by expert staff and with a consistent, quality-driven process. Not doing so is no longer just a risk that you will have to bring records to court, but is also a risk that the healthcare facility may have legal action brought against it.

Inefficiencies in Processing Requests

Processing delays, especially in practices still reliant on manual methods like phone, fax, or mail, can compromise patient care and legal obligations. To mitigate such delays, adopting digital solutions can be transformative. Implementing a streamlined digital workflow that prioritizes urgent requests and employs electronic disclosure logs and record tracking can significantly improve turnaround times. Given the Information blocking laws, patients are more and more expecting that a curated set of records can be sent via an electronic means (such as a single-use portal). If these are unavailable, consider leveraging vendor services to enhance capabilities and overall efficiency.

Overlooking Details in Information Handling

ROI is a complex process, laden with potential for error. Ensuring accuracy in every step – from verifying request completeness to maintaining compliance in information handling – is paramount. Developing detailed if/then process charts and incorporating multiple review stages can mitigate risks. Investing in quality assurance technology, upgrading processes, and investing in staff training focused on meticulous attention to detail and the specific nuances of ROI can also be beneficial.

Unauthorized Access or Disclosure

Unauthorized access or disclosure of patient information remains a significant concern. To counter this, it’s essential to establish strict protocols for accessing and transferring records. Educating staff on the consequences of violations and implementing robust security measures, including restricted access and secure transfer systems, can significantly reduce the risk of inappropriate disclosure. Regular audits and staff training sessions focusing on data privacy and security are crucial.

In 2024, effectively managing the release of information requires a dynamic approach, adapting to technological advancements and evolving regulations. By addressing these common pitfalls – outdated processes, processing inefficiencies, overlooked details, and unauthorized disclosures – healthcare administrators can significantly improve their ROI management. Partnering with experienced third-party service providers specializing in ROI can offer a comprehensive solution, allowing medical practices to focus on delivering quality patient care while ensuring compliance and operational efficiency.