Two names often come up in the conversation: EMSOW and Tebra. Both offer billing capabilities, but when you dig deeper, the differences become clear. This article compares the two platforms side by side—helping you decide which is the smarter choice for your business.

What’s the Difference Between EMSOW and Tebra?

At a high level

• Tebra (formerly Kareo + PatientPop) is a generalist solution. It offers billing, scheduling, and patient engagement tools primarily for small to medium practices.
• EMSOW, unlike rigid systems such as Tebra, is fully customizable—built to mold around your processes, not force you into predefined templates.

EMSOW Strengths: Why It’s the Smarter Choicea?

1. Full Customization

From billing modifiers to clearing tags, EMSOW lets you configure every part of the billing workflow. This level of control ensures that your system works exactly the way you need it to—not the other way around.

2. Direct EHR/EMR Integration

Yes, EMSOW integrates with EMRs, just like Tebra. But EMSOW takes it further by supporting HL7 protocol, allowing seamless data exchange without manual re-entry. This saves hours of repetitive work and reduces error rates.

3. Claims Management That Works for You

While Tebra provides basic claim submission, EMSOW automates the entire cycle: scrubbing, submitting, tracking, and resubmitting claims with intelligent rules. That means fewer denials and faster reimbursements.

4. Configurable Notifications

Billing teams live and die by deadlines. EMSOW’s configurable notifications keep staff informed in real time—whether it’s a claim denial, missing document, or pending approval. Tebra lacks this feature, leaving teams vulnerable to delays.

Superior Reporting

EMSOW doesn’t lock you into preset reports. Instead, you get customizable reporting tools, plus integration with Tableau for advanced analytics. That’s a game-changer for administrators who want full visibility into financial performance.

Tebra Limitations to Consider

Tebra has earned a place among smaller practices for its ease of use, but there are trade-offs:

• Limited customization → If your workflow is unique, you’ll likely hit roadblocks.
• Basic reporting → Standard reporting may not give administrators the insight they need.
• Notification gaps → Without real-time alerts, teams can miss critical claim updates.
• Scaling challenges → Tebra works for smaller clinics, but larger RCM companies often outgrow it quickly.

In short: Tebra is fine if you’re looking for simplicity. But if your practice or billing company needs scalability and flexibility, EMSOW is the better long-term investment.

FAQs: EMSOW vs Tebra

What’s the difference between EMSOW and Tebra?

Tebra provides basic billing and EMR integration features but lacks customization. EMSOW offers a fully configurable, end-to-end billing platform designed for scalability and complex workflows.

Does EMSOW integrate with EMRs like Tebra does?

Yes! EMSOW supports HL7 protocol, allowing seamless integration with most EHR/EMR systems. That means less manual data entry and smoother workflows across platforms.

Which is more customizable?

EMSOW wins here—hands down. Every part of the billing process can be tailored to your specific needs, from notifications to reporting. Tebra is more rigid, offering only limited customization.

Final Verdict: EMSOW is Built for Growth

If you’re a small practice with straightforward needs, Tebra might be enough. But if you’re running a growing RCM company or a healthcare practice that requires automation, customization, and scalability, EMSOW is the clear winner.

With features like direct EMR integration, intelligent claims management, configurable alerts, and customizable reporting, EMSOW eliminates the hidden costs of rigid, manual-heavy systems.

At the end of the day, EMSOW isn’t just another billing program—it’s a smarter, more adaptable platform designed to grow with you.

Why ROI Matters in Medical Billing

ROI (Return on Investment) is a measure of the financial benefits you receive relative to the costs you incur. In medical billing, ROI often comes down to reducing expenses (labor, errors, rework) and improving revenue (faster reimbursements, fewer denials, better cash flow). By automating billing processes, practices can transform efficiency into measurable profitability.

The Problem with Manual Billing

Labor Costs

Manual claim entry and billing require hours of staff time each week. These labor costs add up, especially when teams are bogged down with repetitive data entry and follow-ups.

Delays and Cash Flow Bottlenecks

Errors or slow submission timelines delay insurance reimbursements. Each delay disrupts cash flow, making it harder to meet payroll, cover overhead, and invest in growth.

Claim Denials

Manual systems are more prone to coding errors and missing information, which increase claim denials. Rejected claims not only delay payment but also require additional time to correct and resubmit.

Limited Visibility

Manual workflows lack real-time reporting. Without clear visibility into the revenue cycle, practices can’t identify bottlenecks or optimize their billing strategy.

How Automation Transforms ROI

1. Lower Labor Costs

The problem: Staff spend hours on repetitive tasks like entering patient data, preparing claims, and correcting errors.

How automation helps: EMSOW automatically generates claims from completed studies, pulling patient data, exam codes, and documentation into standardized forms. Staff no longer waste hours re-entering information, which lowers labor costs significantly.

2. Faster Reimbursements

The problem: Delayed or incorrect claims slow down the revenue cycle.

How automation helps: Automated workflows submit claims faster and with fewer errors. With EMSOW, practices can cut reimbursement times from weeks to days, ensuring steady cash flow.

3. Reduced Claim Denials

The problem: Human errors—like typos, missing fields, or incorrect codes—lead to denials.

How automation helps: EMSOW validates claims before submission, flagging errors and missing information. This dramatically reduces denial rates and increases first-pass acceptance.

4. Real-Time Financial Visibility

The problem: Manual systems make it difficult to track billing performance.

How automation helps: EMSOW provides real-time analytics and dashboards. Administrators can monitor revenue, claim status, and ROI instantly, making smarter financial decisions.

ROI Scenarios: Manual vs. Automated Billing

Let’s consider two scenarios to demonstrate measurable ROI.

Scenario 1: Manual Billing

• Staffing: 3 FTEs (full-time employees) dedicated to billing
• Labor Cost: $150,000 annually
• Claim Denials: 15% of claims denied
• Average Reimbursement Delay: 30–45 days

Scenario 2: EMSOW Automated Billing

• Staffing: 1 FTE + EMSOW automation
• Labor Cost: $55,000 annually
• Claim Denials: 5% of claims denied
• Average Reimbursement Delay: 10–15 days

ROI Impact:

• Annual labor savings: ~$95,000
• Faster reimbursements improve cash flow
• Lower denials increase collected revenue by 10–15%

When combined, these savings and revenue gains deliver a strong ROI within the first year of EMSOW implementation.

FAQ

What does ROI mean in medical billing automation?

ROI measures the financial benefit practices receive from automation compared to the costs. In billing, this includes savings on labor, fewer claim denials, faster reimbursements, and better financial visibility.

How does automation reduce claim denials?

Automation ensures accuracy by validating claim data before submission. EMSOW flags errors and missing information upfront, reducing the chances of claim rejection.

Can automation replace manual data entry entirely?

Yes. With EMSOW, claim creation is fully automated. Patient and exam data flow directly into claim forms, eliminating redundant manual entry.

How quickly can EMSOW users see ROI after implementation?

Most practices begin to see ROI within 6–12 months, thanks to immediate labor savings, faster reimbursements, and reduced denials.

Why EMSOW Is the ROI Leader

Unlike generic billing software, EMSOW is designed for imaging centers, mobile diagnostic providers, and radiology practices. It integrates scheduling, reporting, and billing into a single platform. This end-to-end automation ensures that ROI isn’t just theoretical—it’s real, measurable, and sustainable.

Ready to turn efficiency into profitability?

What Is Manual Claim Entry?

Manual claim entry is the process of reviewing, coding, and submitting claims to insurance providers for reimbursement. Traditionally, this means your staff gathers patient information, reviews medical procedures, codes them manually, and submits the claims.

On the surface, it may sound straightforward. In reality, it’s anything but. Errors are common—whether it’s a typo, a missing piece of data, or an incorrect code. When mistakes happen, the claim is rejected, forcing the cycle to start over: Review → Coding → Submit → Error → Repeat.

Once upon a time, manual claim entry was the only option. But in 2025, it’s no longer efficient or sustainable.

The Hidden Costs of Manual Claim Entry

1. It’s Time-Consuming

The biggest drain from manual claims entry is time.

Staff spend hours gathering patient data, double-checking codes, and keying information into the system. Each claim may only take a few minutes, but multiply that by dozens—or hundreds—of daily claims, and the hours add up quickly.

Instead of focusing on patient service or higher-value tasks, your team is stuck in data-entry mode.

2. It Increases Risk of Human Error

Even the most skilled billing staff can make mistakes. Typos, missed fields, or outdated codes can all trigger denials.

Unfortunately, in manual workflows, mistakes often go unnoticed until after submission. That means extra time reworking claims and resubmitting, further delaying reimbursement.

3. It Delays Cash Flow

Time wasted equals money lost. Manual data entry slows down claim submission, which in turn delays insurance payments.

When cash flow stalls, it creates challenges for covering operating expenses, paying staff, and investing in better patient care. Practices with already tight margins feel this pain the most.

4. It Reduces Productivity

Manual claim entry also reduces overall staff efficiency. Instead of handling billing exceptions, denial follow-ups, or patient communication, staff are bogged down with repetitive tasks.

Even worse, managers lack real-time visibility into claim status and financial performance. Without accurate reporting, it’s difficult to track revenue trends, forecast cash flow, or identify problem areas in the revenue cycle.

5. It Creates Compliance Risks

Healthcare billing is heavily regulated. Every claim must comply with HIPAA, payer requirements, and updated coding standards. Manual processes leave more room for non-compliance—whether from outdated codes, missing documentation, or improper data handling.

Compliance errors don’t just lead to denials. They can trigger audits, penalties, and reputational damage.

The EMSOW Solution: No More Manual Claim Entry

EMSOW was built to solve these exact challenges. Unlike traditional billing software, EMSOW automates claim creation, reducing human error, accelerating cash flow, and giving providers a more efficient workflow.

Here’s how EMSOW helps:

1. Automated Claim Submission and Coding

EMSOW simplifies and speeds up the billing process by automating claim submission and coding. Claims are cleaner, errors are caught earlier, and reimbursements arrive faster.

2. Revenue Cycle Management

With EMSOW, you don’t just submit claims—you manage the entire revenue cycle. The platform provides end-to-end visibility into payments, denials, and financial reports, helping administrators track performance and maximize revenue.

3. Insurance Eligibility Checks

One of the most common reasons for claim denials? Ineligible insurance. EMSOW verifies patient coverage upfront, reducing denial rates and ensuring accurate claims are submitted from the start.

4. Automated Payment Posting and Denial Management

EMSOW automatically posts insurance payments, flags denials, and streamlines follow-up. This means accounts receivable reconciliation is faster and more accurate—no more manual chasing, no more missed payments.

Manual claim entry isn’t just outdated—it’s expensive. It slows your team down, delays cash flow, increases denials, and creates compliance risks.

EMSOW offers a smarter way forward. With automated claim submission, revenue cycle management, insurance eligibility checks, and payment posting with denial management, radiology practices get fewer errors, faster reimbursements, and healthier revenue cycles.

Less typing. Less chasing. More revenue.

If your billing system still relies on manual claim entry, the question isn’t if you should change—it’s how much longer can you afford not to?

The Challenges They Faced

When Kingdom Diagnostics was founded in 2014 by Payton Bean, they faced some tough questions:

• How to securely store ultrasound images in compliance with federal law?
• How to manage exams and documentation electronically?
• How to scale their business effectively without disruptions?

The EMSOW Advantage

With EMSOW, Kingdom Diagnostics found the perfect partner to overcome these hurdles and power their growth. Here’s how EMSOW made a difference:

• Operational Efficiency: Streamlined exam processing with EMSOW’s cloud-based PACS system.
• Scalability: Supported growth from one clinic in 2014 to servicing 23 clinics by 2024.
• Compliance: Provided secure image storage to meet federal requirements.
• Cost Savings: Offered affordable solutions critical for a startup’s success.
• Time Savings: Freed up administrative hours to focus on core business goals.

«EMSOW has never had a critical error in helping me grow from nothing to what Kingdom Diagnostics is today,» says Payton Bean.

The Results

In the past 10 years, Kingdom Diagnostics has achieved:

• 300% growth in monthly exam volume.
• Expansion to 23 clinics.
• An average turnaround time of just 11.9 hours—faster than
• Reliability: 99.9% system uptime, ensuring uninterrupted operations.

«EMSOW’s consistency and efficiency have made it an integral part of our success. I would recommend them without hesitation…»

Payton Bean

CEO of Kingdom Diagnostics

This partnership exemplifies what we strive for at EMSOW—helping businesses thrive with tools that are efficient, reliable, and scalable. Ready to write your own success story? Let’s make it happen together.

Are we okay with rising claim denials in 2025?

Most providers would say no—and with good reason.

A 2024 survey found that 73% of providers saw more denials compared to just 42% in 2022. And now in 2025, the trend hasn’t slowed down.

The real problem? Most billing software simply isn’t built to handle denials well.

Here’s why so many practices are struggling—and why switching to a smarter platform like EMSOW can make all the difference.

What causes most claim denials?

1. Outdated Tools, Little Automation

Many practices still depend on old billing systems or even spreadsheets. These tools can’t keep up with constant payer rule changes.

Without automation, staff are stuck:

• Manually reviewing claims
• Submitting appeals by hand
• Spending hours on repetitive, low-value tasks

That’s slow, error-prone, and expensive.

How EMSOW helps: With EMSOW, most of that work is automated. Claim scrubbing, denial tracking, and ERA posting run in the background, cutting down errors before they ever hit a payer’s system.

2. Bad Data = Bad Outcomes

missing date of birth, a wrong insurance ID, or a mismatched CPT code—any one of these can mean a denial.

The issue? Many billing programs don’t catch mistakes until after claims are sent. By then, it’s too late.

How EMSOW helps: EMSOW validates data in real time, flagging errors before submission. That means fewer denials and faster payments.

3. Too Many Systems, Not Enough Integration

This will sound familiar to a lot of radiology groups:

• PACS in one system
• Billing in another
• A separate physician portal
• Excel sheets for scheduling
• And a few clunky workarounds holding it all together

When systems don’t talk to each other, errors slip through, and denial trends stay hidden.

How EMSOW helps: EMSOW brings PACS, scheduling, physician portals, reporting, and billing into one cloud-based platform. No silos. No duct tape. Just one smooth workflow.

4. Staffing Pressures + Manual Workflows

Healthcare billing teams are stretched thin in 2025. Staff shortages and rising costs mean fewer people doing more work.

If your billing program forces staff to manually chase denials, it’s a recipe for burnout—and lost revenue.

How EMSOW helps: EMSOW automates the repetitive stuff—eligibility checks, claim submission, payment posting—so staff can focus on the tasks that actually move revenue forward.

5. Incomplete or Messy Claims

Payers are quick to deny claims that aren’t specific, complete, or properly formatted. Older billing systems don’t have strong error-checking tools, so incomplete claims go out and get rejected.

How EMSOW helps: EMSOW’s intelligent claim scrubbing makes sure claims meet payer rules before submission. That means fewer denials, fewer resubmissions, and fewer delays.

Does EMSOW help with denials? — Absolutely!

Most billing programs are just that—billing programs. They don’t connect with the rest of your radiology workflow, and they’re not designed to fight denials.

EMSOW is different. It’s built specifically for radiology practices and imaging providers.

EMSOW was built to solve those exact problems. It gives providers the tools to:

• Submit cleaner claims
• Reduce denial rates
• Speed up payments
• Simplify staff workloads

If your denial rate is climbing in 2025, it’s not just your team—it’s your software.

EMSOW is the smarter choice. Book a demo today and see how it works.

It is widely known that the most successful medical practices don’t reach their position in the industry without paying close attention to all aspects of their revenue cycle. In any case, it’s crucial that your practice implements a system that speeds up the billing process while minimizing errors and adhering to the most recent privacy and other governmental regulations.

EMSOW’s Invoice Module has become more comfortable for you to use as it allows healthcare providers to directly bill their clients. Now it is possible to see the dates when checks were posted and the report will display all posting dates, with each payment represented by a separate row.

Below you can find a few improvements that we’ve made to this module, as well as a couple of others.

If you are not with EMSOW yet, you are welcome to book a FREE online demo here!

[#22862] Medicaid provider ID in referring doctor settings

From now on, it is possible to add a Medicaid provider ID in the referring doctor settings:

[#22860] Print Study Group in invoices

Referring facility invoices now show the study group next to the CPT code description:

This will help your clients figure out what kind of study it is (e.g., ultrasound, X-ray) if the CPT description is not enough.

[#22780] Posting date and amount in “Report of all invoices”

Moving forward, the Report of all invoices shows dates when checks were posted in the new Posting date column. If a check was posted over the course of a few days, the report will show all posting dates with each payment in its own row. We have also added the Posted total column that shows each payment amount.

Below is what the same invoice that is paid with two checks looks like in the report (for simplicity, non-relevant columns are omitted):

[#22594] Remove invoice payments and write-offs

With the latest update, you can now remove invoice payments and write-offs. To do this, hover your mouse over the necessary payment and click the Remove payment icon that appears:

EMSOW will ask you to confirm removal:

In recent years, the medical imaging equipment market has become more democratic yet more sophisticated. More and more providers who want to start their own diagnostic business are looking to buy refurbished ultrasound machines. A used machine can be a good start since it helps save money that is essential for small businesses. We have discussed the opportunity of buying refurbished equipment with our customers and partners and created a short checklist of crucial things you need to know before purchasing a refurbished ultrasound unit.

1. Portable or stationary? The machine you buy should meet the needs of your practice. Are you going to perform ultrasound studies in a mobile or stationary setting? Answering this will help you decide if you need a portable or full-sized machine.

Today, medical imaging startups more frequently opt for mobile ultrasound units that can be used at a patient’s bed. If you purchase appropriate ultrasound probes, such a unit will let you perform most types of general ultrasound and cardiologic exams.

As for full-sized equipment, there’s an opinion that it is better suited for hospitals and large healthcare centers.

2. Technical characteristics and features. Before buying an ultrasound machine, check the technical specifications and features they have. Pay attention to frequencies that determine how deep the ultrasound waves penetrate, which is essential for the studies of certain types. Make sure the machine has the features you need in your practice, e.g., CW Doppler, color Doppler, 3D/4D option, etc. Also, make sure the unit supports the DICOM protocol that is critical for all diagnostic businesses, especially POCUS providers. Power output is also essential.
3. Technical support and availability of replacement parts and accessories. When you buy a refurbished ultrasound machine, its warranty is often expired. However, you need to make sure that it is properly tested and, if something fails, you will be able to find the necessary parts and get your unit repaired and equipped. Therefore, before purchase, you might want to discuss the maintenance cost and the availability of replacement parts/transducers with the seller.
4. Compatibility with your healthcare software. It’s not enough to have a portable ultrasound unit to start your imaging business. In most cases, you will need a PACS system. Besides taking images, you want to store your exams, transfer them for interpretation, facilitate your reading doctor’s work, distribute your reports to referring providers, and more. A good imaging platform can simplify your workflow and save you time and money.

Today, there are plenty of opportunities to buy ultrasound equipment and a lot of software providers that make their PACS solutions compatible with different hardware vendors. However, you should make sure that your chosen equipment is compliant with the software you are going to use.

James Warren, the CEO of The Ultrasound Source, says:

“Whenever a new client reaches out to me, one of the first things I ask them is what PACS they’re going to connect their unit to. In many settings, it’s the crucial part, especially for mobile cardiology providers that want echocardiogram measurements to populate into report templates automatically. An ultrasound machine that supports DICOM structured reporting is the right choice for them, but without software support, this valuable feature doesn’t really add any value.”

5. Price. For many startups, price is the major factor. You can buy an affordable transducer that can be connected to your smartphone or a sophisticated unit of the latest model with a great variety of features. The price can differ significantly. Anyway, you need to pay attention to maintenance costs and subscription costs. Some units look cheap and handy but become useless without an obligatory annual subscription to their software.
6. Seller. When you go for a machine, whether a new or a refurbished ultrasound machine, you want to make sure you buy a quality product. Oftentimes, purchasing a piece of equipment is not a one-off event; you want to have your machine serviced and maintained properly. Therefore, you want to deal with a trusted partner.

There are many companies that sell, repair, and maintain used imaging equipment. If you are looking to get an ultrasound unit that will serve you for years, make sure your seller does not just sell the unit, but also provides reliable maintenance.

About The Ultrasound Source. The Ultrasound Source deals with the leading brands and provide refurbished and new ultrasound equipment. The company focuses solely on ultrasound system and probe sales, ultrasound preventive maintenance, ultrasound repair, and ultrasound training. Their refurbished medical equipment is thoroughly inspected and tested to meet OEM specifications and backed by a full warranty on parts and labor. New equipment for sale is guaranteed with multi-year warranties that give you peace of mind.

To get in touch with The Ultrasound Source, email sales@theultrasoundsource.com or visit theultrasoundsource.com. Use “EMSOW” as a promo code to get a special offer today!

Mobile imaging operators use vans or other vehicles to transport their imaging equipment. Sometimes they need to travel many miles and spend hours getting to a site. There are no problems if they can collect transportation fees directly from their patients, but when it comes to insurance reimbursement, issues may occur. Nevertheless, in some cases, the transportation costs of mobile imaging operators can be covered.

Medicare has contributed to solving this problem by the introduction of portable x-ray transportation HCPCS codes, intended for use by mobile providers when they travel to Skilled Nursing Facilities (SNFs). Generally, there are two codes, depending on the number of patients: R0070, for single-patient services, and R0075, when there are two or more patients. In addition, the R0075 code has five Level II modifiers: UN (two patients served); UP (three patients); UQ (four patients); UR (five patients); US (six or more patients). Imaging facilities are to report these codes to get their transportation costs covered, thereby making mobile x-ray services more accessible.

Still, there are some rules and considerations*:

•   X-ray transportation codes are to be used for Skilled Nursing Facilities only. Transportation costs for trips to other types of facilities, e.g., doctors’ offices, may not be covered. For detailed information, please refer to the official Medicare booklet.
•   Only portable x-ray procedures will be covered. Other diagnostic modalities (e.g., ultrasound or MRI) are not mentioned in coverage guidelines and Medicare only covers transportation to a different location, i.e., tests carried out in a facility with mobile x-ray equipment already on site will not be covered.
•   Medicare covers transportation under these codes, but private payers may have their own rules. However, Medicare is one of the largest insurance programs in the United States. In 2016 it covered 16.7% of the total population and spent $696.6 billion on medical needs, and these figures are continuing to grow.
•   The codes must be used correctly. Otherwise, insurance providers may deny claims. The R0070 code must be used for single-patient services, while R0075 requires one of the modifiers. Moreover, the transportation codes are to be combined with the Current Procedural Terminology (CPT) radiology codes (7000 series).
•   Billing software should support x-ray transportation codes. Typically, mobile imaging operators use specialized software for sharing diagnostic images, preparing reports, billing, and sending insurance claims. Today, there are a lot of affordable, reliable, and user-friendly applications, but not all of them allow the use of transportation codes. Before signing up, it’s worth asking the software providers if this option is available. Usually, they willingly contact their customers, consult them on billing issues, and even create features customized to their needs.

Many medical businesses that deal with portable x-rays have increased their profits by using x-ray transportation codes. On top of that, they have expanded their service area considerably since Medicare covers their transportation costs.

——————–

*This article is intended for information purposes only, so before using x-ray transportation codes, imaging operators are recommended to study the Medicare Claims Processing Manual and other related documents. 

Links:

Medicare Coverage of Skilled Nursing Facility Care (official booklet): https://www.medicare.gov/Pubs/pdf/10153.pdf

Medicare Claims Processing Manual: https://www.cms.gov/Regulations-and-Guidance/Guidance/Manuals/downloads/clm104c13.pdf

If you deal with X-rays, ultrasounds, or CTs, you surely know about DICOM, PACS, and RIS, and utilize these tools in your practice. These means of image transfer are quite common. However, their convenience and security vary considerably depending on the choice of service.

Currently, more platforms are becoming web-based. This is essential when you are working with remote X-ray technicians and doctors; accessibility from any device with an internet connection and no installation guarantee greater flexibility.

But the main point is that a good teleradiology platform can offer imaging providers a decreased turnaround time and reduce costs.

Decreased turnaround time (TAT). Teleradiology platforms decrease the time spent on image transfer and viewing. Needless to say, processing speed is affected by internet speed, but also by the quality of the software used. To that end, advanced solutions can offer a powerful toolset for image interpretation.

Instant round-the-clock access. If you are outsourcing or looking for a second opinion in other states, time difference can be an issue. A cloud-based application solves this problem. You have access to images at any time after they have been uploaded.

Cost reduction. Teleradiology solutions are helpful in outsourcing, which decreases expenses for in-house specialists.

User-friendliness and functionality. Teleradiology platforms offer a lot of useful tools and boast stability and security, but a good platform is a user-friendly one and can be easily integrated into any IT infrastructure. Every practitioner wants to begin right away. Nobody likes dealing with bulky manuals or spending hours on initial program setup.

Security and HIPAA compliance. Whether you are sending X-ray images to a colleague for a second opinion or receiving a series of CT scans from a technologist, you need to be confident that the process meets HIPAA regulations. Any risk of violation must be avoided.

Today, the majority of X-ray providers are switching to teleradiology software, but the benefits will differ greatly depending on the chosen service.

So, what are the ways of sharing medical info with patients?

Addressing a doctor or a facility directly is traditional, and, probably, the most troublesome way. Imagine that you need to get your records from a doctor you haven’t seen for months or even years. You’ll have to visit the facility and ask the front desk officer to retrieve your history. Then you’ll need to find the needed items. Your doctor could help you, but if you want to see him or her, you will likely need to schedule a visit. Of course, nowadays patient info is frequently kept in digitized form as Word/Excel files or DICOM images. So why not ask the doctor to send the records via email or upload the DICOMs to some file sharing service? The problem is, most doctors would flatly refuse to do that because of HIPAA compliance issues, since all your charts, progress notes, and images are Electronic protected health information (ePHI), and violation penalties can reach up to $1.5 million. Therefore, direct addressing is challenging for both doctors and patients.

Electronic health records (EHRs) are a much more advanced digital solution, intended for entering, processing and sharing medical info. There are hundreds of vendors that offer reliable and HIPAA-compliant systems, which allow retrieving demographics, progress notes, images, insurance/billing information and much more. EHRs are a common and reliable way for sharing patient information, and, if properly used, they improve doctor-patient relations. Wherever patients go, their charts go with them. Still, there is one problem. The system is intended for use by healthcare professionals and typically does not provide direct patient access.

Instead, there are solutions designed specifically for patients and tailored to their needs. The architecture of such software applications varies, e.g. module-based solutions may have patient portals (or patient modules). A patient visits the portal, logs in and finds all the needed information – from progress notes and eligibility responses to bulky DICOMs. If the system is designed as a web application, it requires no installation and can be accessed at any time and from anywhere. This means that the patient can control his or her records and becomes physician-independent, which may be useful if the patient needs to change doctors. To ensure HIPAA compliance, vendors use various types of encrypted connections. Besides, the patient can by no means access unintended information, since he or she has access to only one module.

The system of patient portals or modules is secure for medical businesses and isn’t a challenge for the patients. And if the service is painless to the patients, it is profitable to the provider.