Release of Information for Healthcare


Release of Information for Healthcare

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Make your Release of Information process seamless, scalable and secure

Release of information (ROI) is a function that virtually all healthcare providers must perform. Unfortunately, this process is resource intense, complex and riddled with risk.

If you are like many healthcare providers, you face at least one, if not multiple, of the ROI-related challenges below:

  • difficulty keeping up with the increasing frequency of audits and shortened windows for response often resulting in a large backlog of requests
  • the amount time and risk associated with pulling information from multiple EMR systems or physically transferring records from another facility to fulfill requests
  • limited staff that must extend bandwidth across multiple strategic goals, making it difficult to ensure your ROI program has the dedicated support it needs
  • keeping your staff on top of the routine and comprehensive HIPAA and ROI training required to maintain compliance

While these challenges are daunting, providing compliant Release of Information doesn’t have to be.

Iron Mountain Release of Information solution offers a comprehensive suite of Release of Information solutions. From fully outsourced programs to supplemental ROI services that help you simplify and contain costs of your in-house program, Iron Mountain has a solution for every challenge.

Release of Information
Secure management of your ROI process
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Our suite of services includes:
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Offload the burden of ROI with confidence your program is compliant. Learn More.

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Optimize in-house programs with access to expert oversight and advanced workflow management technologies. Learn More.
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Cost effectively scale staffing to evening and weekend ROI requests. Learn More.
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Close your practice with peace of mind that your compliance obligations are being met. Learn More.


The Iron Mountain Release of Information Solution offers healthcare providers a scalable and secure approach to managing the ROI process. Uniquely tailored to enable you to confidently outsource a subset of request types, certain functions or your entire ROI program. Our ROI solutions are built on:

Centralized ROI processing that:

Dedicated ROI support to:

Quality assurance processes built to:

Web-based management tools that:

  • eliminates unnecessary transportation costs
  • improves chain of custody
  • alleviates your current staffing and training issues
  • elevate program responsiveness
  • enable seamless integration with your existing workflows
  • ensure expertise on industry regulations and ROI requirements
  • standardize processes across multiple facility sitess
  • consistently meet mandated turnaround times
  • minimize risk of inadvertent disclosures
  • enable the logging, tracking and invoicing of ROI requests through a single system
  • use Optical Character Recognition (OCR) verification technology to ensure the right records are being released to right requester
  • maintain the necessary documentation for compliance


Healthcare providers often struggle to manage the complexity of the Release of Information process. Resources are fixed but request volumes fluctuate frequently. ROI management software can help streamline this process but it is expensive, forcing many providers to continue to manage and track the ROI process manually. This makes it extremely difficult to ensure all requests are processed in a consistent manner that ensure compliance with mandatory regulatory requirements.

The Iron Mountain Remote ROI Support Program enables you to keep Release of Information in-house while securing the expert oversight, workflow management technology and compliance verification support required to simplify the process and ensure requests are valid and properly fulfilled. With this program, you’ll gain access to:
  • expert program oversight
  • ROI technology platform
  • billable request review and fulfillment support
Remote program of release of information support- A doctor

Remote Program Of ROI Support

Supplement your existing ROI program with expert oversight, workflow management tools and the verification support required to ensure compliance and simplify ROI request processing.


If you are like many healthcare providers, you have limited staff, with limited bandwidth trying to spread their efforts across multiple strategic goals, , making it difficult to ensure your ROI program has the dedicated support it needs. As healthcare is an around-the-clock business, providers need access to patient records after normal business hours. However, with limited resources, it is hard to justify the expense of staffing for second and third shifts full-time, particularly when request volumes can vary so significantly.

Iron Mountain ROI After Hours provides the scalable staffing required to validate and properly fulfill continuing care requests during the evening or weekend hours. With this program, you can avoid the high cost of overtime staffing while ensuring your program cost-effectively scales to deliver compliant release, no matter how varied or unpredictable the volume of off-hour requests are. 

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Whether you are simply preparing for retirement or tasked with the challenge of closing down your hospital or practice, access to patient health records is still required. It’s important to ensure that records remain accessible throughout their retention period. Failing to provide the proper accommodations to ensure records can be released to patients and other authorized requesters as well as failing to securely store patient records until the end of their lifecycle could expose your healthcare organization to significant risks and penalties.

To help healthcare organizations address these regulatory obligations, Iron Mountain offers the Iron Mountain® Custodial Records Solution. This end-to-end service enables closing practices or hospitals to securely store physical and electronic records, release information throughout the required retention period and defensibly destroy records upon retention expiration.

Why Is This Needed?

Providers are required to store, release and protect patient information over the record retention period –whether their facility is open or closed. In fact, every state in the United States has requirements for closing hospitals and practices. Some states provide these as mere guidelines, while others have enacted these requirements into law. Should a healthcare organization fail to follow these laws correctly, it could lead to fines and penalties.

Additionally, in order to meet HIPAA obligations pertaining to the security of PHI, providers must securely destroy physical and electronic records upon retention expiration to mitigate the future risks that may arise from potential litigation or a breach.

Closing Your Practice But Don’t Know Where to Start?

Iron Mountain has created quick-read references to help seamlessly guide you through this inherently complex process.

View the checklist summary or assess the full best practices guide for closing practices.

Contact Iron Mountain

Our Customer Support section can help provide you with the quickest answers to your questions, or feel free to contact us at your convenience

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Contact Iron Mountain

Our Customer Support section can help provide you with the quickest answers to your questions, or feel free to contact us at your convenience