Medical Records Indexing Process

Medical Records Indexing ProcessIndexing medical records is a vital function within any healthcare facility and needs to be managed diligently with great attention to accuracy and detail. At Flatworld Solutions, we offer high-quality professional indexing services to help you manage patient records and related documents in a systematic and well-organized environment.Our well-designed indexing system comprehensively manages patients' medical & demographic data, treatment-related information, clinical history, medical reports, health insurance ID, insurance entitlements, health service provider notes and EOBs

With end-to-end patient information, and corresponding medical records being available at the click of a button, you can stay focused on offering the best care to your patients, while we take on the responsibility of indexing your records.

Our medical records indexing process is effectively managed through the following steps:


Batches are scanned

Batches are scanned for indexing by the client's office staff


Team accesses scanned documents

Flatworld team accesses the scanned documents via secure VPN


Search patient using MRN

Search patient using MRN, First/Last Name, SSN etc.,

Index patient folder appropriately

Index patient folder appropriately


Batch is checked for indexing

Each batch is checked for indexing accuracy by the staff

Errors are tracked for correction/action

Using Six Sigma methods, errors are tracked for correction/action

Step 1 - Transfer of Documents

The scanned medical records are sent by the hospital or health service provider to our Indexing team.

Step 2 - Accessing Scanned Documents

Our Indexing team accesses the scanned documents using our secure VPN connection

Step 3 - Indexing of Records

The patient records and related documents are received, reviewed and categorized by the indexing team. Members of the team then examine each document, index it into relevant digital records and store them in a client-defined central location.

Step 4 - Quality Control

The indexed records are reviewed by our team of experienced quality control staff for accuracy and consistency.

Our indexing process ensures that you receive the best quality of service and support, making records management and retrieval quick, painless, and highly efficient for all the employees in your organization.

Outsource Indexing of Medical Records to Flatworld Solutions

Are you looking for high-quality, well-managed medical records indexing services? Try our world-class outsourcing services. Find out more about our key competencies, high-quality infrastructure, competitive pricing and benefits.

To learn more about outsourcing your medical records indexing services to Flatword Solutions, please fill in the inquiry form, and our Client Engagement team will be in touch with you within 24 hours.



Pricing is a critical factor to consider before outsourcing. Our pricing model allows you to keep your costs in control.

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