Frequently Asked Questions

General Questions

What does Excel Solutions do?

Excel Solutions, Inc. provides medical record indexing services and health information management services for hospitals, medical groups, and outpatient clinics. We index inbound clinical and non-clinical documents into your EHR or document management system so your team spends less time on chart work and more time on patient care.

What is medical record indexing?

Medical record indexing is the process of organizing and assigning documents to the correct patient, encounter, and document type within an EHR or document management system. Accurate medical record indexing ensures providers can quickly find test results, consult notes, referrals, and other key information at the point of care.

Who benefits from your medical record indexing services?

Hospitals, health systems, physician groups, specialty practices, and outpatient clinics that handle high volumes of inbound documents benefit most from outsourced medical record indexing. Organizations experiencing backlogs, staffing shortages, or inconsistent indexing quality experience rapid improvements in turnaround times and provider satisfaction.

Inbound Medical Record Indexing

What types of documents do you index?

Our medical record indexing services cover all clinical and non-clinical documents found in healthcare settings. We tailor our service to adhere to the document types configured in your EHR.

How does your medical record indexing process work?

Excel Solutions follows a medical record indexing workflow tailored to your document filing preferences, EHR build, and routing rules. Our team securely accesses your inbound documents, verifies key identifiers, and matches each item to the correct patient and encounter. Every document is then assigned the appropriate document type, linked to related orders and routed to the correct provider when applicable so results are available for timely review and follow up.

Do you handle time-sensitive results?

Yes. A core focus of our medical record indexing services is managing time-sensitive documents with results. Our team prioritizes these documents, closes the loop for the order when applicable, and routes them to the ordering provider so critical information is not delayed.

Can you capture discrete data during medical record indexing?

Yes. In addition to closing the loop on orders, our medical record indexing team can enter discrete data elements from results and reports directly into structured EHR fields when appropriate. This improves data quality for reporting, quality metrics, and clinical decision support while reducing manual entry for your in-house staff.

How do you ensure accuracy and quality?

Excel Solutions uses standardized workflows, client-specific indexing rules, and multi-step quality checks to maintain high accuracy in medical record indexing. Our specialists receive detailed training on your EHR configuration and routing logic, and we perform routine auditing to monitor performance and continuously refine processes.

Preoperative Chart Completion

What is preoperative chart completion?

Preoperative chart completion is the process of collecting, assembling, and completing all required documents in a patient's chart before their scheduled surgery. This includes gathering H&P reports, medical clearances, consent forms, lab results, imaging reports, and specialist consults from external providers.

How does your preoperative chart completion process work?

We receive your surgery schedule and identify upcoming cases. Our team reviews each chart to identify missing documents, then contacts physicians' offices to collect all required pre-surgical records. Completed charts are delivered to your EHR before the surgery date so they're ready for the OR.

What documents do you collect for preoperative charts?

We gather all documents required for your preoperative charts, including H&P reports, medical clearances, consent forms, lab results, imaging reports, EKG results, specialist consults, and any additional records specified by your organization.

Medical Record Retrieval

How does medical record retrieval work?

You submit a request with patient details and provider information. Our retrieval specialists contact providers, follow up, and track progress until records are received. Records are then delivered via secure email, fax, encrypted transfer, or indexed directly into your EHR.

Can you retrieve records from any provider?

Yes. We have nationwide reach and can retrieve records from any provider—including those not yet using electronic health records. Our team handles all the calls, follow-ups, and tracking so your staff doesn't have to.

What delivery options are available for retrieved records?

We offer flexible delivery options including secure email, fax, or encrypted transfer—whatever works best for your organization. We can also index retrieved records directly into your EHR so they're immediately accessible to providers.

Security & Compliance

How do you protect PHI?

Security and privacy are central to our services. We use secure access methods, access controls, workforce training, and documented procedures aligned with HIPAA and your organization's security policies to safeguard protected health information at every step.

Are you HIPAA compliant?

Yes. Excel Solutions maintains full HIPAA compliance. We implement administrative, physical, and technical safeguards to protect PHI, and we sign Business Associate Agreements (BAAs) with all clients. Our team receives regular training on HIPAA requirements and security best practices.

Getting Started

How can we get started?

Contact us through the website or by phone to discuss your current document workflows and challenges. Our team will review your needs, recommend an approach, and provide a proposal or pilot plan tailored to your organization's EHR and volume.