Medical Records Management
Keep medical records complete, accountable and easier to review
NextHealth Care
NextHealth Care
Included in all three Care plans.
NXH Care medical records helps the records team follow completion, access and release. Chart deficiencies, such as an unsigned note, a finished visit with no diagnosis or an unsigned discharge summary, are listed against the responsible clinician. Views of patient records are logged, and releases of information follow a request queue with a disclosure log. Opening a chart outside the care team creates a time-limited grant that a different person reviews. People remain responsible for confidentiality, disclosure and retention decisions.
Follow completion, access and release in the record
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Step 1
Find gaps
List incomplete records by clinician and age
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Step 2
Control access
Log views and ask for a reason outside the care team
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Step 3
Release
Verify, prepare and release or deny requests
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Step 4
Review
A different person reviews access grants
What your team can do
- List chart deficiencies by type and age against the clinician responsible.
- Log views of patient records, including whether the viewer is on the care team.
- Work release of information requests through verification, preparation and release or denial.
- Keep a disclosure log for each patient.
- Ask for a reason before a chart is opened outside the care team, and time-limit that access.
- Review those access grants as justified or escalated, by someone other than the person who opened the chart.
Separate what the system flags from what people decide
Care flags; people investigate. Chart deficiencies appear on their own when a gap exists and clear when it is fixed, so nobody closes them by hand. A chart opened outside the care team raises a notification to staff who hold the review permission. Neither step decides anything. A person opens the entry, reads the reason and marks the access justified, or escalates it with a note. Care does not let you review your own access.
Retention
Care does not apply retention periods to individual medical records. At contract end, an offboarding process supports a data export and a retention hold before deletion. Retention periods differ by record type and jurisdiction, so agree your requirements with our team and your own legal adviser before go-live rather than assuming a software setting covers them.
Illustrative example: reviewing an access event
This example uses synthetic data.
A synthetic nurse, Hana Example, is not on the care team for patient Lena Sample but opens the chart. Where the group enforces it, Care first asks for a reason and then opens a time-limited grant. The access log records who opened which page and when. Staff who hold the review permission are notified. A records manager opens the entry, reads the reason and marks it justified, or escalates it with a note if it does not hold up. The nurse cannot review her own access.
Related NXH Care modules
2 more modules
Common questions
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Medical records is included in Care Clinics, Care Clinics Pro and Care Hospitals. The module is part of the shared clinical foundation in every Care plan.
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Yes. The deficiencies list shows unsigned consultation notes, finished visits with no diagnosis and discharge summaries not yet signed, each against the clinician responsible and by age. Records staff see every branch of the group, and clinicians see their own.
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Yes. Views of patient records are logged, releases of information go through a request queue with a disclosure log, and access outside the care team needs a reason and is reviewed afterwards by a different person. A person, not the software, decides whether an access was justified.
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No. Care does not apply retention periods to individual medical records. Your organisation decides its retention requirements. At contract end, the offboarding process supports a data export and a retention hold. Agree retention arrangements with our team before go-live.
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Where the group enforces it, a user outside the care team is asked for a reason before the chart opens. The access is time-limited, logged and reviewed afterwards. It is not blocked outright, so the review step matters.
Not answered here? Contact the team
NXH Flow