Provider Features

Are Records Requests Causing

A Paper Jam In Your Office?

Stop Struggling – Start ChartSwapping

Are you tired of your office staff spending hours on responding to record requests?
The use of outdated modes of communication like fax machines and the postal service – not to mention dozens of unneeded status calls – make for a time-consuming and cumbersome process. Additionally, processing payments for records via paper check hinders the productivity of your A/R department, resulting in lots more lost time – not to mention plenty of lost checks, which makes for just another irritating and unnecessary hassle.

Register For ChartSwap

Providers, Ready To Save Time & Money When Sending Medical Records?

Designed To Make Providing Records Simple, Secure & Easy

We designed ChartSwap with the requestor and the provider in mind – with a dedicated mission of reducing time and cost on both sides of the record retrieval process.

ChartSwap offers a single, centralized software platform for managing all requests, payments and communication related to billing and medical record requests.

Providers are able to set their own fees and establish customized electronic workflows, allowing each office to tailor the platform so that it meets the unique needs of their office and staff. The combined savings in both man-hours and unnecessary expenses, such as postage and paper, result in a more productive and profitable practice – all at no cost to you.

Register For ChartSwap
ChartSwap Provider
  • Centralized Software Platform For Managing Medical Records Requests, Payments & Communication
  • Set Your Own Fees
  • Customized Electronic Workflows
  • Eliminates Unnecessary Paper & Postage

ChartSwap's Key Features & Benefits To Providers

custom dashboard

Fully Customizable Dashboard

When you register as a ChartSwap provider, we build out an interactive interface just for your office and staff’s individual preferences and needs. From your ChartSwap dashboard, you can get an overall at-a-glance summary of all account activity – including the status of any open requests and all incoming or outgoing communication between your staff and your requestors. You’ll be able to view the data that’s most important to you, first and foremost, in a centralized location that can be easily accessed from anywhere you are connected to the internet. Keep track of your requests and payments, even when you’re away from the office, and get much more done in much less time.

advanced reporting

Advanced Reporting Capabilities

Improving the efficiency of the A/R process is one of ChartSwap’s most impactful benefits. By offering providers a completely customizable electronic payment platform, ChartSwap makes it easy for your staff to bill requestors and receive electronic payments instantly and securely. We utilize the PayPal platform to establish a transactional interface that most requestors opt to use – as opposed to sending paper checks that your office must receive and process manually. That means no more lost checks and no more postage fees or slow-moving postal service. For the small percentage of requestors that opt still to send payments by check, we will handle the receipt and processing of those payments. Our team even handles refunds and billing disputes on your behalf, so you never have to worry about dealing with invoicing or processing fees from requestors ever again

Automated Workflow

Built-In Automated Workflows

Our platform is designed to increase turnaround time and improve productivity by creating streamlined, electronic workflows for every part of the record exchange process. Some of the features included are automated routing – which allows you to designate a specific staff member for each function within the record retrieval process – and automated invoice generation. ChartSwap’s system will automatically create an invoice for every request you respond to – saving time on the A/R end and ensuring that requestors pay in a timely and efficient manner.

electronic payment platform

Electronic Payment Platform

Our platform is designed to increase turnaround time and improve productivity by creating streamlined, electronic workflows for every part of the record exchange process. Some of the features included are automated routing – which allows you to designate a specific staff member for each function within the record retrieval process – and automated invoice generation. ChartSwap’s system will automatically create an invoice for every request you respond to – saving time on the A/R end and ensuring that requestors pay in a timely and efficient manner.

share medical records online

Share Medical Records Easily & Online

Our ChartShare feature allows for convenient, no-cost provider-to-provider record sharing. Simply and securely swap patient records with other in-network providers for free, saving your office hours a week on responding to record requests from hospital groups, physicians and other medical facilities. As with all tools on our platform, ChartShare is HIPPA-secure and HITECH-compliant – allowing you and your staff to collaborate with other professionals quickly, easily and efficiently. Need to share records with a provider that’s not currently registered for ChartSwap? No problem – just invite them to join, for free!

Frequently Asked Questions

Is ChartSwap really secure and HIPAA compliant?

Yes, ChartSwap meets HIPAA guidelines for compliance in our policies and technical safeguards. ChartSwap is built on the SalesForce.com platform, recognized as having a leading security infrastructure with world-class physical, administrative and technical security safeguards.  We also have comprehensive information security and privacy policies. Through our advanced event monitoring, ChartSwap administrators receive detailed reports accounting for every action that occurs on the system. For more information, please visit our Security page.

How does ChartSwap use patient records?

It’s simple: We don’t. ChartSwap only provides a secure online platform for requestors and providers to exchange patient records. ChartSwap will only access patient records for a limited number of reasons, such as when it is required by law or in the process of fulfilling a customer service request.

What is the Electronic Transfer Fee?

Per our user agreement, ChartSwap charges requestors a transaction fee if the requestor elects to use our service to deliver their requested records electronically. Our service is always optional. The requestor can opt-out and choose to have the records fulfilled through the traditional method of mailed records via the provider. In the case this option is chosen, the provider fees and invoice will still be issued through the ChartSwap portal. Although payment is executed through the ChartSwap portal, there will not be a ChartSwap Electronic Transfer Fee. The provider will mail records to the requestor, once payment has been received.

How do custodian fees work?

Custodian fees are entirely separate from Electronic Delivery Fees. All custodian fees are set by the provider, within state-determined guidelines. All funds paid by requestors via our secure online payment platform are transferred directly to the provider. ChartSwap only acts as facilitator of the transaction.

As a provider, you set the amount for each applicable fee. ChartSwap customizes each custodian’s payment portal according to the specifications provided to us. You also can decide on whether or not you want to offer certain options, such as a Rush Fee, depending on the processes and procedures of your office.

Can you make billing simplified? Ex: ACH/Billing system integration

Yes. For our large-volume customers, invoicing and payments can be customized based on the providing medical office’s needs. To learn more, email us at [email protected], or call (855) 879-7927.

Providing Medical Records Just Got Easier.  Stop Struggling – Start ChartSwapping