Medical records requests, handled. At no cost to your practice.
Southern Medical Document Solutions removes the burden of release of information from your staff — with accurate, timely, fully HIPAA-compliant processing, on-site or remote.
Everything release of information requires — so your staff doesn’t have to.
From the first phone call to the final disclosure log, SMDS manages ROI end-to-end for hospitals, clinics and solo practitioners.
Omnibus Rule compliance
Processing that meets HIPAA, HITECH and the Omnibus Rule — plus Louisiana’s specific requirements — protecting your patients and your facility.
Accurate & safe release
Trained technicians validate every authorization and release only what’s permitted, reducing your liability exposure under HIPAA.
On-site or remote PHI service
A technician in your office, or secure encrypted access to your EHR — your records are never shipped off-site for scanning.
Real-time electronic tracking
Every request is logged and tracked at each stage through our custom software, from receipt to delivery and beyond.
Web-based customer portal
Managers can review their accounting of disclosures any time through our secure, convenient online portal.
Document imaging & Meaningful Use
Paper or electronic, in any format required — including input for Meaningful Use modules in your EHR.
One less burden in a busy practice.
SMDS was founded by a former medical practice manager who knew exactly how much time records requests steal from front-desk and HIM staff.
- We field every requestor phone call about request status — not your staff.
- Our personnel receive ongoing training on changes in federal and state law.
- Records stay under your control; charts are never stored off-site for processing.
- Professional liability insurance, and a personal touch on every account.
A simple, fully tracked process
Every request follows the same compliant path — and you can see where it stands at any moment.
Request received
Requests from patients, attorneys, insurers and agencies are logged into our tracking system the moment they arrive.
Validated
Authorizations, subpoenas and legal requests are reviewed against HIPAA and Louisiana requirements before anything is released.
Processed
Only the minimum necessary records are pulled from paper or your EHR — on-site or via secure remote access.
Delivered & logged
Records go out in the requested format and the disclosure is recorded for your HIPAA accounting and portal.
Your patients’ PHI, protected to the highest standard.
SMDS meets every federal and state requirement governing protected health information — and continually stays ahead of regulatory changes so your release of information stays compliant.
From hospitals to solo practitioners
Large or small, paper or electronic — SMDS adapts to the way your facility works.
Trusted by Louisiana providers
We have utilized the services of SMDS for many years and are very pleased with the services provided by SMDS. They provide the highest quality of service and are committed to the timely delivery of records with accurate results. We would highly recommend SMDS to any office searching for release of information services.
SMDS delivers what it promises. SMDS personnel are knowledgeable, pleasant, and cooperative. They’re willing to handle all requestors’ calls, saving clinic personnel a lot of time. No matter how unusual the circumstances or what the issue may be, SMDS rises to the challenges presented in modern release of information. We get the “personal touch” while still getting cutting edge technology and tracking — the best of all possible combinations.
Common questions
Is there really no charge to our facility?
Yes. SMDS provides release of information service at no charge to providers. Processing fees are collected from qualifying third-party requestors — such as attorneys and insurers — within the limits set by federal and Louisiana law, so your facility never receives an invoice from us.
Do you need space in our office?
Not necessarily. We can work on-site with a trained technician, or remotely through encrypted, secure log-in access to your EHR — so every square foot of your facility can stay focused on patient care.
Are our patients’ charts sent off-site for scanning?
No. Your patients’ charts are never scanned to a remote facility and stored for processing. Records stay under your control, whether we work on-site or through secure remote access.
Who handles calls from requestors?
We do. SMDS fields every status call from requestors about their release of information requests, from start to finish — and anyone who calls us reaches a live person, not an automated menu.
Take release of information off your staff's plate.
Talk with a real person — never an automated menu — about on-site or remote ROI service for your facility, at no cost to you.