When storing patient records, your choice of data storage directly impacts security, compliance, and operational efficiency. Sensitive health data requires robust protection to prevent breaches that could cost millions and damage trust. Here’s what you need to know:
- Security is non-negotiable: Encryption, multi-factor authentication (MFA), and regular security audits are key. Use audit logs to track access and meet HIPAA requirements.
- Compliance matters: Regulations like HIPAA and NIST set strict standards for healthcare data. Non-compliance can lead to fines up to $1.5 million annually.
- Scalability is crucial: As healthcare data grows exponentially, choose storage solutions that can expand without costly overhauls.
- Options to consider:
- Cloud storage: Flexible, scalable, and accessible, but dependent on third-party providers.
- On-premises servers: Full control and faster access but high upfront costs.
- Hybrid solutions: Combine cloud and on-premises benefits for tailored control and scalability.
- Cost models: Pay-as-you-go for flexibility, subscription for predictability, or on-premises for long-term control.
Choose a solution that aligns with your organization’s size, growth, and IT capabilities. Plan for secure implementation, regular updates, and staff training to protect patient data and maintain compliance.
Implementing a Hybrid Storage Solution for Your Healthcare Data
Understanding Compliance Requirements for Patient Data
Not all storage systems meet the rigorous standards set by federal regulations. These rules dictate what constitutes acceptable storage for sensitive information, particularly patient data. Getting familiar with these requirements early can help avoid costly errors and penalties. This section lays the groundwork for evaluating security measures discussed later.
Key Regulations to Consider
In the U.S., HIPAA (Health Insurance Portability and Accountability Act) sets the standard for protecting patient data. It includes the Privacy, Security, and Breach Notification Rules, offering a structured framework for HIPAA-compliant data storage practices.
The Security Rule focuses on safeguarding electronic protected health information (ePHI), which refers to any protected health information stored or transmitted electronically. Under this rule, the Department of Health and Human Services outlines four key storage requirements:
- Safeguarding the confidentiality, integrity, and availability of ePHI
- Conducting regular risk assessments and monitoring data
- Protecting PHI from unauthorized access or disclosures
- Providing routine HIPAA compliance training
These rules apply to covered entities like healthcare providers, health plans, and clearinghouses, as well as their business associates who handle PHI. When choosing a cloud service provider for storing patient data, it’s critical to ensure they meet HIPAA standards.
NIST (National Institute of Standards and Technology) complements HIPAA with detailed cybersecurity guidelines. The NIST Cybersecurity Framework helps organizations manage and mitigate risks, while NIST Special Publication 800-66, Revision 2, focuses on maintaining ePHI’s confidentiality, integrity, and availability.
"One of our main goals is to help make the updated publication more of a resource guide. The revision is more actionable so that healthcare organizations can improve their cybersecurity posture and comply with the Security Rule." – Jeff Marron, NIST cybersecurity specialist
Failing to comply with these standards can have severe consequences. Civil penalties for HIPAA violations range from $25,000 to $1.5 million annually, while criminal penalties can include fines up to $250,000 and up to 10 years in prison. These penalties often target lapses in storage security and access controls.
Audit Trails and Retention Policies
Audit logs act as a digital record, tracking both authorized and unauthorized interactions with PHI. They are essential for demonstrating compliance during HIPAA audits, spotting unauthorized access, identifying security gaps, supporting investigations, and aiding disaster recovery.
Healthcare organizations must monitor a wide range of activities, including:
- User logins
- Database changes
- New user additions
- Access level modifications
- File access events
- Operating system logins
- Firewall and anti-malware logs
HIPAA mandates that audit logs be retained for at least six years, though some states may require longer retention periods. Organizations should establish clear retention policies that align with state laws and operational needs.
Each audit log entry should include the following:
Audit Log Element | Description | Example |
---|---|---|
User Identification | Unique identifier for the user | Username: jsmith |
Date and Time | Timestamp of the action | 05/07/2025 14:32:51 |
Action | Description of activity | "Viewed patient record" |
Object/Resource | Data accessed | "Patient #12345 lab results" |
Access Location | Origin of the access attempt | IP: 192.168.1.100 |
Outcome | Result of action | "Success" or "Failed – unauthorized" |
Unique Identifier | Log entry ID | Log ID: AUD-20250507-142587 |
To manage and analyze logs effectively, use systems that capture real-time data from all sources and centralize it in a secure repository, such as a Security Information and Event Management (SIEM) system. Configure automated alerts for suspicious activity and conduct regular log reviews to maintain security.
Although HIPAA does not specify how to implement audit logs, it requires tracking certain activities. Failure to maintain proper logs can result in penalties ranging from $100 to $50,000 per violation. Audit trails, combined with strong access controls, are critical for maintaining compliance.
Access Controls and User Authentication
Access control is a cornerstone of HIPAA compliance, ensuring that only authorized individuals can view or modify ePHI. Strong authentication methods, such as multi-factor authentication (MFA) and biometric verification, are essential.
Role-Based Access Control (RBAC) is a common approach that limits permissions based on job responsibilities, reducing unnecessary exposure to sensitive data. This is particularly relevant as insider threats account for 35% of healthcare data breaches, according to Verizon’s Data Breach Investigations Report.
"One of the key use cases of utilizing data loss prevention tools like Safetica in healthcare settings is to ensure that access to sensitive ePHI is given only to the right personnel by monitoring and controlling the flow of data, preventing unauthorized access while safeguarding sensitive information and staying in compliance with HIPAA regulations." – Zbyněk Sopuch, Safetica CTO
HIPAA’s technical safeguards include access controls, audit controls, authentication, and transmission security. Your storage system must support unique user identification to monitor ePHI access. Secure password practices and well-maintained audit logs are critical to preventing unauthorized access.
To meet these requirements, organizations should implement:
- Written policies for access control, authentication, and audit trails
- Strong password policies
- Regular reviews of PHI access logs
- Procedures to immediately deactivate accounts for former employees
When designing a database, consider these technical specifications:
Specification | Database Implementation |
---|---|
User Identification | Unique logins tied to organizational IDs |
Emergency Access | Special accounts with audit logging |
Auto Logoff | Session timeouts based on roles |
Encryption | Transparent Data Encryption (TDE) and column-level encryption |
Educate staff on secure authentication practices and conduct regular security audits to ensure compliance. These measures collectively create a robust framework for protecting patient data while adhering to federal regulations.
Evaluating Security Features in Data Storage
Protecting patient records is more than just a legal requirement – it’s a cornerstone of maintaining trust and safeguarding against costly breaches. Beyond compliance and audit trails, strong security features are essential when choosing a data storage solution for sensitive healthcare information. The right measures can mean the difference between confidence in your system and the fallout from a security incident.
Key Security Features
To protect patient data, encryption is a must. Encrypt data both at rest and during transmission using at least AES 128-bit encryption, and keep encryption keys stored separately. While HIPAA considers encryption an "addressable" safeguard rather than a strict requirement, healthcare organizations must evaluate its relevance for their specific needs. If encryption isn’t used, the organization must document the reasoning and implement alternative solutions. A cautionary tale: the Athens Orthopedic Clinic faced a $1.5 million fine after a hacking group accessed unencrypted data from over 208,557 patients.
Multi-factor authentication (MFA) is another critical layer of security. Since human error often plays a role in breaches, MFA ensures users verify their identity through multiple methods before accessing sensitive data. On top of this, data storage solutions should include reliable backup systems and cyberattack detection tools that monitor for unusual network activity or user behavior. Physical security is equally important – your storage provider should operate secure data centers with restricted access, surveillance, and environmental controls. Continuous malware protection that scans and blocks malicious software is also essential.
Lastly, regular security audits are invaluable for identifying weaknesses before they can be exploited.
The Importance of Security Audits
Security audits act as a proactive defense by uncovering vulnerabilities early. Healthcare organizations should aim to conduct audits at least quarterly. These reviews should cover all storage components, including applications, third-party tools, and internal practices, to ensure that security controls are functioning as intended. Risk assessments should also be part of the process to address new and emerging threats promptly.
A great example of built-in security is Stax, a Level 1 PCI service provider that uses tokenization and encryption to secure payment data during transactions. Audits should also include regular reviews of user access permissions. Role-based access control (RBAC) ensures employees only access the data necessary for their roles, adhering to the principle of least privilege. Documenting audit findings, creating action plans for any weaknesses, and staying updated on compliance changes are all critical steps. Additionally, regular security training for staff helps them recognize potential threats and follow proper protocols.
Automated Backups and Recovery Plans
Automated backup systems are a game-changer for data protection. They reduce the risk of human error and ensure backups occur consistently. Set up automated backups at regular intervals and store copies in multiple locations to protect against localized disasters. Use incremental backups to capture only changes since the last backup, while scheduling full backups periodically to establish complete restoration points. Regularly test these backups to confirm they can be restored when needed.
Disaster recovery plans are equally important. These plans should clearly define steps for resuming operations after incidents like hardware failures or cyberattacks. Establish recovery time objectives (RTO) and recovery point objectives (RPO) to set acceptable limits for downtime and data loss. Geographic redundancy – storing backup copies in different physical locations – adds another layer of protection against regional disasters like floods or fires. Many cloud-based solutions offer automatic data replication across multiple data centers, ensuring resilience. Continuous monitoring of backup processes, paired with automated alerts for failures or anomalies, ensures your recovery system is ready when it’s needed most.
Comparing Types of Data Storage Solutions
When it comes to data storage, home care providers typically weigh three main options: cloud-based storage, on-premises servers, and hybrid solutions. Each has its own impact on security, costs, and operational efficiency.
This choice is becoming increasingly important. A 2023 MarketsandMarkets report predicts the healthcare cloud computing market will hit $51.9 billion by 2025, growing at an annual rate of 21.1%. Despite this growth, a 2023 Skyhigh Security report found that only 47% of healthcare organizations are willing to store sensitive data in the cloud. Concerns about security play a significant role here, especially given that healthcare data breaches in the U.S. cost an average of $15 million per incident.
Cloud-Based Storage
Cloud storage stands out for its scalability and budget-friendly subscription models, making it an attractive option for smaller agencies. You only pay for what you use, which can help control costs.
One of its biggest perks is accessibility. Staff can access patient records from anywhere with an internet connection, supporting telehealth and remote patient monitoring – key aspects of modern healthcare. Cloud providers typically offer advanced security measures, managed by dedicated teams with substantial investments in cybersecurity. Automated backups and audit trails are also standard, reducing the burden on internal IT teams. However, relying on third-party providers for sensitive data raises privacy concerns. While initial costs are low, recurring subscription fees can add up over time, potentially exceeding the long-term costs of on-premises solutions.
On-Premises Servers
On-premises storage gives organizations full control over their data and infrastructure. Patient records remain physically within the premises, which can simplify compliance and enhance security. This setup allows for customized security measures tailored to specific needs and risk profiles.
Performance is another strong point. On-premises systems typically provide faster, more reliable access with lower latency, as data doesn’t need to travel over the internet. Compliance with regulations like HIPAA can also be more straightforward when you manage your own systems.
However, these benefits come with high upfront costs for hardware and software, as well as the need for an in-house IT team to manage and maintain the system. Scalability can be a challenge, as expanding storage requires purchasing and installing new hardware. Additionally, implementing disaster recovery measures can be both complex and expensive.
Hybrid Storage Solutions
Hybrid storage combines the strengths of both cloud and on-premises systems, offering a flexible solution for many home care providers. This model lets you store sensitive patient data on-premises for better control while using cloud storage for less critical information, such as administrative records or archived files.
This approach is particularly useful for organizations managing data with varying sensitivity levels. For example, highly confidential patient records can remain on-premises, while general documents and scheduling information are stored in the cloud. This setup can help balance costs, performance, and scalability, allowing organizations to allocate resources more effectively.
Grand River Hospital (GRH) in Kitchener, Canada, provides a real-world example. Starting in 2018, GRH migrated data to the cloud to create a centralized archive for both unstructured and structured data. This shift ensured compliance with Canadian medical-legal requirements while improving security and accessibility. As Young Lee, GRH’s Vice President of Planning, Transformation, and Innovation, noted:
"Where are we going to store 30 years of data, and what can we do with it?"
Some industries have reported returns up to 20 times their investment in hybrid cloud solutions. However, managing both on-premises and cloud environments requires specialized expertise, which can complicate operations and increase security challenges. Ensuring both systems are well-integrated and secure is essential.
Aspect | On-Premises | Cloud-Based | Hybrid |
---|---|---|---|
Upfront Costs | High hardware/software investment | Low, subscription-based | Moderate, mixed model |
Control | Full control over data | Limited by provider policies | Variable, depending on setup |
Scalability | Limited; requires upgrades | Virtually unlimited | Flexible; uses both approaches |
Performance | Fastest, lowest latency | Higher latency | Optimized for specific data |
Security | Customizable security | Managed by provider | Shared responsibility |
Maintenance | Internal IT team required | Provider-managed | Mixed responsibility |
Choosing the right storage solution depends on your organization’s specific needs, resources, and priorities. Consider factors like patient volume, growth expectations, IT capabilities, and regulatory obligations to make an informed decision. This choice will play a key role in shaping your organization’s ability to manage data effectively and securely.
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Scalability and Cost Considerations
As healthcare data continues to grow at an astounding pace, storage solutions must keep up. The healthcare data storage market is projected to hit $20.98 billion by 2034, growing at a compound annual rate of 14.35%. This surge reflects the increasing demand for managing vast amounts of data as healthcare organizations digitize their operations and expand services. To handle these challenges, storage systems need to be both scalable and cost-efficient.
Planning for Growth
A growing healthcare system means higher data volumes, and your storage solution should be ready to handle that expansion without requiring a complete overhaul. Forbes estimates that a single patient generates about 80 megabytes of data annually, and this number is only rising as digital healthcare tools become more prevalent.
Scalable storage systems allow organizations to expand capacity within a single repository instead of spreading data across multiple servers. This can be achieved through two main methods: vertical scaling (adding capacity to existing systems) and horizontal scaling (adding additional nodes to the infrastructure).
The shift toward cloud solutions supports this scalability. Research shows that 67% of organizations are adopting public cloud services for their financial benefits, while 39% of healthcare organizations are opting for hybrid cloud strategies. These cloud-based approaches allow organizations to adjust capacity as needed without investing heavily in physical hardware.
Scalability isn’t just about handling more data; it’s also about ensuring security and compliance keep pace with growth. Cloud-based solutions, for example, integrate well with emerging technologies like telehealth platforms and advanced healthcare applications, making them a forward-thinking choice.
Cost Models and Budgeting
Choosing the right pricing structure is key to managing costs effectively. Each cost model has its own strengths, depending on your organization’s needs.
- Pay-as-you-go models are ideal for growing organizations. With public cloud storage costing around $0.023 per gigabyte, this model turns large upfront costs into manageable operational expenses.
- Subscription-based models offer predictable fees, which simplify budgeting. However, as Vincent Tsugranes, Chief Architect at Red Hat, cautions:
"I’ve seen cloud costs balloon when organizations weren’t thoughtful about how much they were storing".
- On-premises solutions, while requiring higher initial investments, can offer more predictable long-term costs. These systems come with ongoing expenses like maintenance, hardware upgrades, and IT staffing but provide greater control over data.
For many organizations, a hybrid approach offers the best of both worlds. Tsugranes highlights this strategy:
"A sweet spot has been to keep operational systems and data on-prem. But longer-term data warehousing, data analysis, storage backups and disaster recovery fit extremely well in the cloud".
Here’s a quick comparison of the main cost models:
Cost Model | Initial Investment | Ongoing Costs | Best For |
---|---|---|---|
Pay-as-you-go | Low | Variable based on usage | Growing organizations with fluctuating needs |
Subscription | Low to moderate | Fixed monthly/annual fees | Organizations seeking predictable budgets |
On-premises | High (hardware/software) | Maintenance, IT staff, upgrades | Organizations needing maximum control |
Long-Term Value
When evaluating storage solutions, it’s not just about immediate costs – it’s about the bigger picture. Total cost of ownership (TCO) includes all expenses over time, and by 2025, more than half of IT budgets are expected to shift from on-premises setups to cloud environments. This trend underscores the long-term benefits many organizations see in cloud strategies.
Return on investment (ROI) goes beyond financial savings. McKinsey & Company estimates that leveraging big data in healthcare could save $300 billion to $450 billion annually. The right storage solution can unlock these broader benefits, from operational efficiencies to improved patient care.
However, hidden costs need to be considered. On-premises systems require dedicated IT staff, regular hardware upgrades, and comprehensive disaster recovery plans. On the other hand, cloud solutions, while less demanding in terms of maintenance, depend on reliable internet access and third-party providers.
Security is another critical factor. With healthcare data breaches averaging $15 million per incident, robust security measures are a must for protecting both financial and reputational health.
The hybrid cloud market is expected to grow from $125 billion in 2023 to about $558.6 billion by 2032. This reflects the growing preference for flexible solutions that combine the best of on-premises and cloud storage.
When assessing ROI, consider not just cost savings but also the benefits of improved efficiency, reduced downtime, enhanced security, and better patient outcomes. Organizations that prioritize modular, scalable storage systems are better prepared for future growth and technological advancements. Ultimately, the right solution ensures both data security and operational success, laying a strong foundation for the future.
Implementing and Managing Your Data Storage Solution
Creating a secure and compliant storage system is just the starting point. To truly protect patient data, you need a well-thought-out implementation and management plan. Transitioning from paper records to digital systems can feel overwhelming, but with careful planning and execution, it can lead to streamlined operations and better patient care.
Transitioning from Paper to Digital
Switching from paper records to electronic health records (EHR) comes with its own set of challenges, but the long-term benefits make it worthwhile. A smooth transition begins with scheduling the rollout during a slower period, providing at least a week of staff training, and setting aside two months to tweak workflows.
To keep everyone on the same page, involve representatives from all departments in the planning process and communicate the plan clearly. Designate "power users" who can help their peers navigate the new system and troubleshoot early issues.
Not all records need immediate digitization. Start by identifying software requirements and categorizing records based on priority. Focus on active patient files and frequently used documents first, leaving historical records for later. Document current workflows and collaborate with staff to refine processes as needed.
Professional scanning services can handle the digitization process while ensuring data integrity. When choosing a service, confirm it complies with HIPAA regulations and can manage your record volume.
For remaining paper records, check state laws on retention and disposal. Securely destroy records that are no longer required.
Dr. Mark Petroff of The Petroff Center shared his experience with the transition:
"In our practice, the ROI was probably less than six months in terms of how fast we were able to become more efficient and more productive."
However, transitions aren’t always seamless. For example, when a large NHS Trust adopted the EPIC EHR system in October 2020, staff morale remained low even six months after implementation. This highlights the need for ongoing support and patience during the adjustment period.
Once the digitization process is complete, ensure all staff are equipped to use the new system securely and effectively.
Training Staff for Secure Usage
Staff training is a cornerstone of data security. With human error accounting for 85% of data breaches, comprehensive training programs are essential. These must cover recognizing cyber threats, securely handling protected health information (PHI), and responding to incidents.
Training should include an overview of the HIPAA Privacy and Security Rules, clarifying what qualifies as PHI and outlining the consequences of non-compliance. In 2023, the U.S. Department of Health and Human Services reported 541 breaches, with an average of over 364,000 healthcare records compromised daily. Despite this, 24% of healthcare employees lack security awareness training, even though most receive HIPAA training within their first three months.
Tailor training to specific roles. For instance, nurses working with patient records and administrators managing backups should receive training relevant to their responsibilities. Use interactive, real-world scenarios to make training engaging and effective .
HIPAA regulations require organizations to train their workforce as necessary for their roles. This includes implementing security awareness programs for all employees, from entry-level staff to management. Annual training and regular refreshers help employees stay updated on changing regulations and best practices . Keep detailed training records for audits and monitor updates from agencies like HHS to adapt as needed.
ClearDATA emphasizes the broader importance of compliance:
"Healthcare compliance and security isn’t just about avoiding penalties or reducing compliance debt; it’s about safeguarding patient privacy, guaranteeing the ethical handling of data, building trust, and protecting patient safety."
Monitoring and Updates
Once your system is up and running, regular maintenance is key to keeping it secure and efficient. With 73% of healthcare data breaches tied to human error and the average cost of a breach exceeding $9.77 million, proactive management is non-negotiable.
Ensure systems are updated and patched regularly to address new cyber threats. Use real-time monitoring tools and conduct routine security audits to identify vulnerabilities. Have clear incident response and disaster recovery plans in place to manage potential breaches swiftly.
Stay informed about emerging cybersecurity risks and adjust your strategies accordingly. Implement clear data retention policies to avoid holding onto records longer than needed, reducing both storage costs and security risks. In 2021, nearly 45 million healthcare records were exposed or stolen in 686 major breaches. These records accounted for 95% of identity theft cases and were valued 25 times higher than credit card information.
Continuously educate employees on safeguarding access credentials and devices. Since addressing human error could prevent 95% of data breaches, ongoing training is one of the most effective ways to enhance security.
Conclusion: Making the Right Choice for Patient Data Storage
Choosing the best data storage solution for patient records is a balancing act that directly influences your organization’s efficiency and patient safety. With healthcare organizations generating over 665 terabytes of data annually, the pressure to make informed decisions has never been greater.
At the core of any storage solution are compliance and security. HIPAA regulations require safeguards like encryption, access controls, and regular security audits to protect sensitive patient information. The stakes are high – data breaches affected over 133 million individuals in 2023, with an average cost of $10.93 million per incident. Additionally, non-compliance with HIPAA can result in fines of up to $1.5 million per violation each year.
When evaluating storage options, it’s essential to align them with your specific needs. On-premises systems provide control and low latency but come with high upfront expenses. Cloud solutions offer flexibility and cost efficiency, while hybrid models combine the strengths of both, striking a balance between cost and performance.
Scalability is another critical factor. Healthcare data is growing at an astonishing rate – estimated at 40 zettabytes in 2020, a fiftyfold increase from 2009. Your chosen solution must handle this growth without requiring expensive and disruptive migrations. This means planning for not just storage capacity but also cost management and governance strategies that can adapt over time.
Beyond initial implementation, it’s vital to integrate robust security measures and disaster recovery plans to ensure long-term reliability. For large organizations, regulatory compliance costs are nearing $10,000 per employee, but leveraging automation can reduce operational expenses by 40% to 75% in the long run.
A thorough assessment of your organization’s readiness is equally important. This includes evaluating your infrastructure, staff preparedness, and ability to collaborate effectively. Establishing a governance process and clear project plan will help safeguard data integrity and ensure a smooth transition, minimizing disruptions to clinical operations.
Regularly updating retention policies, automating backups, and implementing disaster recovery solutions are essential steps to maintain uninterrupted access to protected health information.
FAQs
What are the main differences between cloud-based, on-premises, and hybrid storage solutions for patient records?
When deciding on a data storage solution for patient records, it’s essential to weigh the advantages and challenges of each option carefully:
- Cloud-based storage offers flexibility, scalability, and the convenience of remote access. It often has lower upfront costs, but you’ll need to ensure strict compliance with HIPAA and other security regulations to safeguard sensitive information.
- On-premises storage gives you complete control over your data, improved security, and faster access speeds due to reduced latency. However, it requires a larger initial investment and ongoing maintenance efforts.
- Hybrid storage blends the strengths of both approaches. You can keep sensitive data on-premises for enhanced security while using the cloud for scalability and cost management. This makes it a practical choice for healthcare providers with diverse requirements.
Each option has its own merits, so take into account factors like compliance needs, budget constraints, and scalability when making your decision.
How can healthcare organizations ensure their data storage solutions comply with HIPAA and NIST standards?
To meet HIPAA and NIST standards, healthcare organizations need to prioritize data storage solutions that emphasize strong encryption, robust access controls, and well-defined security policies. These measures are critical for safeguarding sensitive patient information. Conducting regular risk assessments – for instance, by using the HHS Security Risk Assessment Tool – can help uncover potential weaknesses and ensure adherence to national privacy and security regulations.
Choosing cloud providers that are HIPAA compliant is another crucial step. Organizations should ensure these providers have signed business associate agreements (BAAs), which clearly define their responsibilities in protecting protected health information (PHI). By addressing these critical areas, healthcare organizations can effectively secure patient data while staying compliant with regulatory requirements.
What are the best practices for securely transitioning from paper to digital patient records while staying compliant with regulations?
To move from paper to digital patient records securely and in line with regulations, start by crafting a clear plan that outlines the steps for the transition. This should include staff training and a gradual, phased approach to implementation. Make sure your team fully understands the importance of protecting patient data and adhering to regulations like HIPAA.
During the migration, prioritize the protection of sensitive information by using strong security measures such as encryption, access controls, and routine audits. Assigning a dedicated project leader can help keep the process organized and address any obstacles that come up. Lastly, ensure your digital storage system is not only secure but also scalable and compliant with regulatory standards, setting you up for long-term success in managing patient records.