Drake Enterprises, LLC                       When Experience Counts     
Medical Record Copy Service                                       And Accuracy Matters. 



We Keep It Simple.               
Release of Information Service Provider for                                                                  
Hospitals and Medical Offices Throughout the Southeast.                                                                                                                                  
Managing Health Information for More than 25 Years.
                                                                     

 

 Frequently asked questions. 

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Q. What does your company offer ?
A
. This industry is changing. Their are copy services and conversion services all over the country. We offer a service which combines these services enhancing both, We are making the change from paper to Digital a lot easier for our contracted facilities. 
Hospital Directors are aware of Disability requiring there request be processed in one of two ways, First choice: you can fax the records to them. This is not an option we choose to take. The faxing process is very slow, The quality is poor and re-faxing the same information due to disconnects and poor quality is frustrating and time consuming. 

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Your second choice is to convert the requested information, then upload the information to DDS  secure servers using there platform. We prefer this option.  Its faster, Data is in its original condition and its more secure. This is a choice Medical Clinics will also be required to make in the near future. Hospitals first 4-20-05 then clinics 4-20-06. Disability, Insurance companies, Social Security and Attorneys are asking for this format now. 
 

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We are able to send requested medical information to requesters using both paper and Digital processing. In both processes the requested medical information is converted and saved to our high speed storage units in your department. We convert paper records to digital data password protecting it, with encryption to a disc. The delivery of this data is secure and if for any reason it gets lost in the mail, Without the password you cannot read the information on the disc. People ask us if its safer than the way they send the request out now? ( In Envelopes ).  Yes it is much safer. Any one can open a envelope, Very few people can crack encrypted data.  A 128/bit number has a possible 2/128 or 3,402,823,669,209,384,634,633,746,074,300,000,000,000,000,000,000,000,000,000,000,000,000 different combinations. 
All electronic information processed by our company uses 128 bit encryption.  More info on encryption.

This converted data is backed up to High Speed storage units, password protected and encrypted, These High Speed storage units never leave you facility. You have access to this data any time.

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Q. How can your service be free?   
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Answer:  We bill the requesters, We do not charge for non-billable copies. We have been told many times by our clients, we are the only company they have known that has never sent them a bill. Companies they have used in the past would tell them their services were free, after 30 days they received a bill. Caps and ratios ''tricky words for'', your getting a bill. They are found in the wording of contracts with many medical record copy services and they do bill the facilities for going over their caps. We contract with facilities who have heard it all, they tell us we are the only company that has never sent them a bill. One Director jokingly ask us every month, Where's the bill? She has paid for many free copy services. 
You will be taken care of and we will provide you with a great service backed up by a great company. 
Contact Information

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Q. I have seen Contracts that require a 1, 2 or even 5 years of service obligation, what is the obligation time in your contract?
A. We ask you to sign a 30 Day Contract with Drake Digital ROI services, We would never expect or ask any one to sign a year of service contract.  The 30 day contract keeps everyone honest and working hard for you. 


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Q. Do you bid on Corporate contracts?
A. If you are looking at one company to process your Medical record release at all your corporate sites. We would like to have the opportunity to show you the benefits our company would be able to offer.

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Q.  How much notice do I need to give my current vendor, and how long before Drake Digital ROI services could get started?

A. Look over your contract. What was agreed to in the termination agreement, Many people make contracts and in 99% of the cases the service provider has not meet its obligations. They (the service provider) broke the contract. If the service provider promised you an employee 2 days a week and the employee fails to show up, the service provider broke the contract. If you like the employee and the service provider is the problem, we will hire the Employee, They will be trained in our procedures as stated above. We will make sure they understand Privacy Laws, HIPAA as well as state laws, We will give the Employee all the support and equipment they need to carry out there job duties. The employee will be allowed to transfer their vacation and sick time without any penalties. 
We can start most clinics in 2 weeks, Hospitals in 2 to 4  weeks. January is a busy month for new starts, This January will be busier than normal due to the changes that will take place starting January -06. 
We are planning for those new starts now. If you are interested in our services don't delay in requesting our services.


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Q. What is the difference between a Medical Record Copy Service and your Digital ROI Service?
A. Medical Record Copy Service does just that, they copy your patients medical records on a copy machine, (quality) totally depends on the copier, settings, & operator, "never coming close to Digital Quality", they send your records on paper from across town or across the country to the requester. (security-an envelope) 
More companies than you might think go one step further, mailing or transporting in employees cars or in other ways your records to a central location to be invoiced, this allows more people to view your patients Medical records, increasing the likelihood of violations and law suits. Mailing your records a second time from that location to the requester. This method is not safe or secure and many medical offices are unaware of this practice. Its hard to believe this method is still an accepted practice. This outdated method should not continue with the technology available today.
The minimum necessary standard: requires covered entities to evaluate their practices and enhance safeguards as needed to limit unnecessary or inappropriate access to and disclosure of protected health information.
 

We convert the paper records to Digital, an exact replication of your patients medical records with picture perfect Digital quality. We can also add Digital quality sound from Doctors dictation to the file, sending your patients Medical records password protection known only to the receiving party. The billing information for the requester is processed at the same time sealed & Mailed from your mail room the same day. This is a substantial benefit for your facility, converting your Medical records to a safe and secure Digital format that cost your facility nothing. If every request you received in the last year was processed by Drake Digital ROI many of your medical records would now be converted and searchable from your computer and over time all your records would be converted.

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Q. Does Drake Enterprises take medical records off site to be processed?   Top of Page

A.  No we never leave any site with medical records and we never mail medical records to our corporate office for invoicing. We train and trust our employees to invoice the requester and to perform all work required on site. If your site allows any one to take medical records off your site to be invoiced or for any other reason, You need to replace that service tomorrow. They are placing your site at great risk. Below you will find a business associate agreement that will explain this question better.

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Business Associate Agreements.  A covered entity’s contract or other written arrangement with its business associate must contain the elements specified at 45 CFR 164.504(e).  For example, the contract must:  Describe the permitted and required uses of protected health information by the business associate;
  Provide that the business associate will not use or further disclose the protected health information other than as permitted or required by the contract or as required by law; and Require the business associate to use appropriate safeguards to prevent a use or disclosure of the protected health information other than as provided for by the contracts Where a covered entity knows of a material breach or violation by the business associate of the contract or agreement, the covered entity is required to take reasonable steps to cure the breach or end the violation, and if such steps are unsuccessful, to terminate the contract or arrangement.  If termination of the contract or agreement is not feasible, a covered entity is required to report the problem to the Department of Health and Human Services (HHS) Office for Civil Rights (OCR).
The Privacy Rule generally requires covered entities to take reasonable steps to limit the use or disclosure of, and requests for, protected health information to the minimum necessary to accomplish the intended purpose. The minimum necessary standard, a key protection of the HIPAA Privacy Rule, is derived from confidentiality codes and practices in common use today.  It is based on sound current practice that protected health information should not be used or disclosed when it is not necessary to satisfy a particular purpose or carry out a function.  The minimum necessary standard requires covered entities to evaluate their practices and enhance safeguards as needed to limit unnecessary or inappropriate access to and disclosure of protected health information. 

Compliance Deadlines- April 20, 2005  ( In Effect now.)

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Q. What to do when breaches are occurring?

A. You assemble information, Photos and or Video, Written statements & Etc. Locate the facilities that are not in compliance due to the neglect of out side contractors, or the facilities themselves. You have a generous time frame to gather the information before it is required to be reported. 
Once you have gathered the required information contact state and federal agencies responsible for investigating these violations & report the violations. Remember the patients are the ones being placed at risk and these violations have to be reported. You may choose to bring these breaches to the attention of the facilities who knowingly or unknowingly are in violation, ask them to change the way patients medical records are being released or handled to stop the breach. Blatant violations go on everyday with some facilities, many do not know they are placing these medical records at risk. People are taking notice of violations more now than they did in the past.
Remember the time frame for reporting breaches is generous but limited.

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Q. How encryption works.                                                                          Top of Page
A. There are two main types of encryption, asymmetric encryption also called public key encryption and symmetric encryption.
The sending computer encrypts the document with a symmetric key, then encrypts the symmetric key with the public key of the receiving computer. The receiving computer uses its private key to decode the symmetric key. It then uses the symmetric key to decode the document.
The key in public/key encryption is based on a hash value. A value that is computed from a base input number using a hashing algorithm. The hash value is a summary of the original value. The important thing about a hash value is that it is nearly impossible to derive the original input number without knowing the data used to create the hash value.
Public keys commonly use complex algorithms and very large hash values for encrypting, including 40/bit or 128/bit numbers. A 128/bit number has a possible 2/128 or 3,402,823,669,209,384,634,633,746,074,300,000,000,000,000,000,000,000,000,000,000,000,000 different combinations. 
The translation of Data into secret code. Encryption is the most effective way to achieve data Security. To read an encrypted file you must have access to a secret key or password that enables you to decrypt it. Unencrypted data is called plain text, encrypted data is referred to as cipher text. Drake Digital ROI uses 128/bit encryption for all documents. Without the pass word or key you have indecipherable data. 

We will be glad to answer any questions you may have. We are in this business to grow this company, put people to work. We do not believe you will find a more down to earth well organized service out there.

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Information@Drakeenterprise.net

 


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We have a proven track record that we would like to present to you.
Call: 205-647-1720
Toll Free: 1-800-640-8635


What Sets Drake Enterprises Apart.

No lag time when releasing your medical  records. They are processed and released the same day. 
We Keep Scheduled Appointments.
Our Clients are never charged for our
services. 
We supply all the equipment and personnel at no cost to you.
We bill the requester.
We are HIPAA compliant.
We are the preferred Medical Record Service Company for many Hospitals and Medical Offices.

Our Employees

Drake employees have access to the knowledge and cumulative experience of the entire Drake team.
Drake personnel are highly skilled and experienced Release Professionals with a goal to provide the highest quality service available.



Using new technologies to enhance the release process.
Medical Record Copy Service, Located In Birmingham, Alabama.


Copyright © 2013 Drake Enterprises, LLC
Medical Record Copy Service