Articles and Resources for Canadian Retiring, Relocating Physicians and Physician Estates

Medical Practice Closure & Storage Assistance? Here are 10 Questions to Ask…

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  1. Can you provide several Letters of Reference & recommendations? When a client takes time out of their schedule to write a letter of recommendation, that speaks well for the company, but it’s no great feat.  When SEVERAL clients write letters, that speaks volumes!  Always ask for SEVERAL references.  RSRS will provide letters of reference from a host of medical practitioners, as well as from their patients.  Of note, RSRS is also the only facility chosen by Ontario’s Privacy Commissioner, Dr. Ann Cavoukian.
  2. How secure are your medical record storage facilities? At RSRS, our facilities  are both video and motion monitored 24 hours a day, 7 days a week. The doors leading to our actual storage facility have locked, authorized access only. The facility as a whole is also environmentally controlled and fully fire-proofed with regular scheduled and unscheduled inspections and reviews. In order to prevent unauthorized access and use of information collected, and to preserve the integrity of the data collected, RSRS has procedures and protocol in place to protect and secure all information collected by or submitted to RSRS via telephone, email, or our website. We invite YOU to come and see our facility first-hand!
  3. Do  you screen your employees to protect my confidential patient records? To ensure the safety of client data, RSRS conducts  a vigorous investigation of each prospective employee, including background, police check and work history.  Additionally, each employee is required to sign a confidentiality agreement as a condition of their employment.  In order to prevent unauthorized access and use of information collected, and to preserve the integrity of the data collected, RSRS has procedures and protocol in place to protect and secure all information collected by or submitted to RSRS via telephone, email, or our website.
  4. Do you provide any additional value-added services for me? RSRS does its utmost to remove the pressure and stress of closing a practice by making the transition as easy as possible for both physician and patient alike.  Starting with an assessment of the finer points of the practice, RSRS will notify patients on behalf of the physician regarding the eventual closure.  We will work with the staff to ensure proper communication and that expectation management takes place.  We will assist in the preparation for storage (boxes, boxing, labelling, etc.).  We will advise regarding phones, future mail, filing.  We will find out about any new doctors taking on patients in the area.  We will pick up the boxes at the predetermined date and time.  We will even help to dispense with the used equipment where requested.  Naturally, we will also assist the patients in obtaining their information for themselves and/or their new provider.  Please Contact us to receive a free guide to Medical Practice Closure for Canadian Physicians.
  5. Are you fully compliant with all legislating bodies and Acts? RSRS is a member in good standing of the Association for Information and Image Management (AIIM) and the American Records Management Association (ARMA). RSRS also works in full compliance with the guidelines set by the provincial Colleges of Physicians & Surgeons, Medical Associations as well as the Canadian Medical Protective Association (CMPA).
  6. What sets you apart from any other company providing this service? RSRS is the leading provider of practice closure assistance in the industry.  We are physician-managed and have been consulting in medical document management projects since 1997.  RSRS fully owns its own equipment used in digital imaging conversions.  As medical record specialists, RSRS is Canada’s most trusted names for security and strict confidentiality of client documents.  Furthermore, we are the only facility that works with Ontario’s Privacy Commissioner.
  7. Will you provide packing and shipping assistance? We will provide Banker’s Boxes and packing assistance (local areas where available).
  8. What services will you provide to my patients? RSRS views the dealing with patients as an integral part of the practice closure.  Not only do we provide proper notification to active patients, we also have a patient services centre with agents to assist with information.  We offer complete instructions with respect to finding a new doctor and obtaining a copy of their medical records.  We offer 3 options for medical record format (paper, secure download, encrypted CD).  We will advise regarding a new healthcare provider.  Most important, we never make the fee for medical record copies a barrier to receiving the file.
  9. What can you do with my used medical equipment? Over the nearly 15 years we’ve been in operation, RSRS has established many contacts in the medical field both here and abroad.  RSRS is happy to work with you to provide potential purchasers or recipients for your used medical equipment.  We offer this as a free value-add service.  We only require you to send us digital photographs and descriptions in advance. We will send the information out to our network of contacts and will do our best for you.
  10. Can I get a copy of my patient records for my own purposes? In many cases, by request, RSRS can provide you a scanned copy of your patient records for your own files – at no additional charge.

For more information about RSRS and our practice closure services, take a look at our website or call us for more information at 1-888-563-3732.  Our physician-managed service has been helping physicians and clinics with practice closure for 15 years.


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RSRS – Record Storage & Retrieval Services assists Canadian physicians with practice closure and medical records management. For more information, visit our website here.

Tel:  1-888-563-3732

Fax: 1-877-398-5932