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Data entry service

Access Health can alleviate all or some of this by taking the indexing out of your hands and automating the filing processes. This will be accomplished by delivering documents to your EMR to their proper place quickly and accurately, letting you and your staff focus on providing what is most important – patient care.

Data entry in the medical field can be overwhelming, Data entry could keep your team tied up for hours doing monotonous work. This may seem like a never-ending task. There are many benefits when you outsource data entry, you are improving access to data and reducing operating costs. We understand patient records get to your office by numerous different channels, records are being faxed, hand carried by patients, sent via email, and mailed to your office. How many hours does your team spend on sorting out each document you receive? our team is available to access these records as soon as they hit your office and make sure they are accurately uploaded and indexed to the patient's medical chart. 

Examples of faxes coming into your office:

  • Medication refill request

  • Medical records for new or existing patient 

  • Disability forms for pto be completed 

  • DME companies requesting clarification on orders

  • Nursing homes requesting records

  • New patient referrals 

  • Authorizations from insurance companies. 

  • Tests or lab records

  • Patient information 

  • Billing & account data 

  • Medical charts

  • Insurance records

  • Surgical record entry 

  • Medication records 

New patient referral medical records

Make patient referral transitions seamless. Our team are experts in handling referrals. Whether the referral is primary care provider referring to specialist, specialist to specialist, or provider to diagnostic service, our Referral team helps you optimize the use of staff resources while closing the referral loop.


The referral process usually begins with a physician's decision to refer a patient to have a consult or procedure done. Once the referral has been initiated, the provider's office should coordinate care by tracking the referral and ensuring that it is carried out. The process then requires a transfer of relevant information, including earlier workup such as laboratory, list of medication, imaging results, doctor notes, reason for consultation to specialist. In the ideal situation the entire process works seamlessly for both providers and patients. However, this is not always the case. There are times when a patient comes to see a specialist and there are no medical records for the patient, this causes frustration and a waste of time of appointment. Few studies have evaluated variation in those situations when a patient visits a specialist without a referral and medical records. 


Referral tracking is an important task for the referring provider to ensure that the referral was completed. A lot of the times referring physicians did not know whether their patients had seen the specialist to which they were referred. Our team is ready to schedule all your NEW patient appointments, we will make sure patients have all necessary records prior to their appointments, we will follow your scheduling protocol. We understand your office highly values communication between providers,we can help improve health outcomes and patient satisfaction by closing the referral loop , reducing leakage , and ensuring continuity of care. 


Medical record data entry - All Inbound faxes

Keeping up with the ever-increasing daily volume of faxes and scanned medical records is a major burden on even the lightest days. The number of clicks just to get one record in the proper patient folder is mind-numbing and that does not include having to separate the documents just to import. With documents coming into your EMR from all angles, each having its own set of rules, requirements, and placement in 24 hours or less. It’s no surprise that providers struggle with managing this effectively. Access Health has  the latest technology to process these quicker, more accurate, and less costly, managed diligently with attention to detail that enables you to concentrate on what you do best, patient care.


Lab and test results data entry

We update, archive, and maintain lab and test results records. So, your in-house teams can focus on the most important element of your healthcare business – its patients. Our team understands the importance of lab and test results, as soon as results hit our queue, a message will be sent to appropriate provider and clinic staff for review.

Medical prescription records entry

Access Health supports healthcare providers by ensuring that all prescriptions are accurately entered and tagged in each patient’s records. This helps create a digital trail of prescriptions provided to the patients, improving the effectiveness of your service. Our team will follow your refill request protocol, and a message will be sent to appropriate MD, NP for refill approval.

Hospital and healthcare entry

Our experts offer hospital and healthcare record data entry services to ease the life of medical institutions like record collection, filing, and processing of admission and discharge papers. These records can be digitized to a database of your choice for quick access.

Handwritten documents digitization

Access Health secures scanning and full digitization of paper-based documents. This step is required by healthcare providers who are moving from traditional into more modern systems. We send all files to the client using highly secure systems, so confidentiality of data is guaranteed.

Medical records indexing process:

Our health care data entry team is very efficient by utilizing a specialized process flow to optimize production. Our process:

1. Scanning
The hospital or healthcare service provider scans medical records that are sent to your office and requires indexing and appropriate routing to correct staff member.

2. Access medical records
Access Health scans records via a secure network.

3. Indexing
All Medical records are reviewed, classified and named appropriately along with adding any other important patient information before storing them in the client-defined location.

4. Quality control
Exceptions and unknown documents are placed in a query folder for clarification. Errors are tracked, corrected and documents audited for consistency.




  • Why Access Health to help with your prior authorizations?
    Access Health can help streamline and simplify the prior authorization process by providing experienced and knowledgeable staff to handle authorization requests. Our team is well-versed in the authorization process and is familiar with the different requirements and regulations associated with the authorization process. We have the expertise to ensure that authorization requests are completed quickly and accurately, and our team can assist in making sure that all documentation is properly submitted. With Access Health, you can rest assured that your authorization requests will be handled in a timely and professional manner.
  • How long does it take to process a medical authorization request?
    Our team will submit an authorization request to the Insurance company within 24hrs received. If there’s a STAT (same day) or urgent request, we would request a phone call to our authorization coordinator to let us know about the urgent request. We always strive to provide the most accurate and up-to-date information.
  • What happens if an authorization is denied?
    If an authorization request is denied by the insurance company, Access Health will notify office staff of the denial. With this information, our team will assist the provider with an appeal to provide updated information on why medical necessity was not met and how you can provide new supporting documents.
  • What is a prior authorization?
    Prior authorization (PA) is any process by which physicians and other health care providers must obtain advance approval from a health plan before a specific procedure, service, device, supply, or medication is delivered to the patient to qualify for payment coverage. Other terms used by health plans for this process include “preauthorization,” “precertification,” “prior approval,” “prior notification,” “prospective review” and “prior review.”
  • Why outsource prior authorizations?
    Outsourcing prior authorizations can help reduce administrative costs and help ensure that the authorization process is properly managed. By outsourcing prior authorizations, healthcare providers can save time, money, and resources. Additionally, outsourcing prior authorizations can help reduce the risk of errors, ensure compliance with regulations and policies, and improve the accuracy and speed of the authorization process.
  • How long does it take to input data?
    We provide a quick response for our data entry service and guarantee a turnaround time of 24 hours in most cases. However, the project turnaround time will also depend on the volume of work, project complexity, and urgency.
  • Can you customize your data entry services to meet my specific needs?
    Yes, we can work with you to customize our data entry services to meet your specific requirements and business needs.
  • How do you ensure the quality of your data entry services?
    We follow strict quality assurance processes to make sure that we deliver high quality data entry services to our customers.
  • How do you ensure the accuracy and security of the data you enter?
    We have strict quality control measures in place to ensure the accuracy of the data we enter. We also use secure data transfer and storage methods to protect sensitive information.
  • What is data entry?
    Data entry is the process of inputting information into a computer or other electronic system, typically by typing it in using a keyboard or other input device. This can include entering numerical data, text, or other types of information, depending on the specific application. Data entry is often used in a variety of industries, including business, healthcare, and government, to maintain records, process transactions, and perform other tasks.
  • Do you offer call recording?
    Yes, all our calls are recorded. Calls are available to you whenever you need them.
  • Are you based in the United States?
    Yes, we are based in California.
  • Are your agents bilingual?
    Yes, our agents are fluent in English and Spanish.
  • Can you customize your contact center services to meet my specific needs?
    Yes, we can work with you to customize our contact center services to meet your specific requirements and business needs.
  • What is healthcare contact center outsourcing?
    This type of outsourcing involves an entity that handles protected health information (PHI) contracting with a third party to answer inbound calls. Healthcare contact center outsourcing is one of many forms of business process outsourcing (BPO). We act as an extension of your organization and provide services that comply with the health insurance portability and accountability act (HIPAA).
  • How do you ensure the quality of the services your agents provide?
    We have strict quality control measures in place to ensure that our agents provide high-quality services. This includes regular training and performance evaluations.
  • How long does it take to set up a contact center for my office?
    The length of time it takes to set up a contact center for your business will vary depending on the size and complexity of the project. We will provide you with a project timeline after assessing your specific needs.
  • Why do I need healthcare contact center outsourcing?
    Customer support has become an integral aspect of the current healthcare landscape, playing a major role in patient retention and referrals. Our healthcare customer support services will empower your business to offer superior patient care through human engagements and top-quality treatments. This will significantly boost customer relations and improve brand loyalty.
  • Are Medical contact centers the next cost-saving measure for the healthcare industry?
    They are a powerful cost saving measure, but that’s far from their only benefit. They save time, hassle, and help your organization do what it does best: serve your community. It’s a must for any healthcare organization that is serious about optimizing their operation.
  • Cobramos por la capacitacion de integracion?
    si o no?
  • How does Access Health ensure HIPAA - compliant practices?
    All messages can only be accessed through a secure login to guarantee confidentiality, and are only accessed by trained agents, handling the periodic change of passwords as a rule.
  • Will my patients health information be used to sell goods and services?
    No. All personal health information will be protected, and no information will be given to any third party.
  • How are Access Health agents trained in HIPAA compliance?
    All of our agents are trained and certified in HIPAA protocols. Our team completes multiple training courses in call handling practices, so they know how to correctly process any sensitive patient information.
  • What is HIPAA?
    The Health Insurance Portability and Accountability Act of 1996 (HIPAA) was created to protect sensitive patient health information from being shared without patient knowledge or consent. HIPAA requires healthcare organizations to store patient information in a format that is secure from data breaches and accessible only to appropriate individuals. The HIPAA Privacy Rule gives patients more control over their health information and set boundaries on the use and release of health records. As a BPO, we maintain compliance with the HIPAA Privacy Rule and support you in caring for your patients. You can read more about the HIPAA Privacy Rule here:
  • I have more questions regarding Access Health HIPAA compliance. Can you help?
    Yes! We are available. Call us at xxxxx
  • What type of encryption is used to ensure security?
    Encryption is based on the data being retrieved or stored. We utilize the RSA-2048 (asymmetric) and AES-256 encryptions methods. All data is encrypted and transported via HTTPS/SSL from the customer’s premises to the cloud platform for processing and storage.
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