A. BACTES will arrange with your administrative staff a specific time such as "Wednesday morning" to come into your office(s). All schedules are based on the convenience of our clients and the average demand for requests. Our fully trained Field Representatives will abstract and scan all requested medical records after determining a request is valid, accurate and HIPAA compliant. The Medical Record images are then encrypted and sent over a secure internet connection to the BACTES Operations center for further processing and completion.

2. Does the BACTES Field Representative leave any Medical Records behind that are not processed?

A. No. We always complete every request. The exception would occur only if there is a problem with the request in terms of HIPAA compliance, or other reasons that would prevent a successful fulfillment. In those cases, our Field Representative will bring the issue to the administrative staff at the facility.

3. How fast can BACTES fulfill our Medical Record Requests?

A. We can validate, abstract and scan 10-15 medical records per hour based on the size of the chart and the complexity of the abstract process.

4. How soon can the requestor expect to receive the medical records?

A. BACTES can fulfill the requests one of two ways. We can send a printed copy of the medical records requested via U.S. mail, or we can fulfill the request electronically via a secure connection. Mail deliveries, which are sent either first class or priority mail, are generally sent out within two days of being scanned. If the request is fulfilled electronically, it is typically accomplished within two days of being scanned.

5. What if the requestor does not receive the medical records or wants another copy of the records?

A. Digital copies of all fulfilled medical records and their requests are held within our BactesPro record management software for approximately six months. BACTES can easily reprint or resend electronically to the valid requestor.

6. What if the requestor has a question about a specific medical record request?

A. Your staff simply needs to provide the requestor with the BACTES Client Service number: 800-560-3800. We will manage all requestor inquiries for you. You can also use the BactesPro Online reporting system to determine request status. This easy-to–use, secure, web-based system will provide you with comprehensive information on any request as well as provide you with a detailed reporting capability.

7. Our facility is six weeks behind in our medical record request fulfillment. How can BACTES help us catch up?

A. BACTES will provide all the necessary additional resources to get you caught up and on track within a few days.

8. Isn’t sending medical records over the internet risky?

A. BACTES uses a safe, secure HIPAA compliant 128 bit-encrypted process to insure all data sent remains protected and confidential and secure.

9. How do I get started?

A. To get started all you need to do is contact us at contactus@bactes.com