For Providers

We calculate by the number of Gigabytes we have to store and then multiply that by the number of years in which we will provide Custodianship services. We will work with you and your IT Staff to identify only the essential components required to provide full charts when requested and use that number to calculate the cost. 

We follow modern principles of data security. All data in motion and at rest is encrypted. From the point in time that we extract your EHR data until the end of the Custodianship period your data will be stored in a completely offline, fully encrypted form with a second (also offline and encrypted) backup in a geographically diverse location.

We pride ourselves in being efficient and have been able to go from initial contact to full Custodian in under 2 weeks. Though sometimes speed is needed, we prefer to plan the process out and have some offices scheduled for as much as 2 years out to start extraction. There a number of steps that need to be completed by both your Practice and MiMR for us to become Custodians and some of the most common slowdowns occur during:

• your practice sending notices to Patients of the Change of Custodianship. 

• extraction of the EHR data - we will likely need to work with your IT staff or EHR vendor.

• data validation - once we have your data we run it through a number of tests to ensure we will be able to perform our duties as Custodians. These issues are usually quick to fix, but frequently require communication with your staff or EHR vendor. 

Michigan law requires a bar minimum of 7 years since the patient's last visit. For patients that have received certain procedures the retention period is 15 years. Pediatric records must be maintained for 7 years after the age of maturity, so as long as 25 years. We also understand that these records can be vital for some patient and you may choose a longer period for MiMR to act as Custodians. 

We provide Custodianship for records stored in "On-premise Electronic Medical Record" systems. If your EHR/EMR system is Cloud based we will likely need a bit longer as your current Vendor will need to perform the export first and they may also require you to pay a fee for that service. In the future we may offer paper conversion, or other paper-based Custodianship. Please reach out using the form above if your situation doesn't fit exactly into any one category.