How to Scale Record Management in Multi-Location Orthopedic Networks

As orthopedic networks expand, the urgency of finding solutions that address the complexity of managing patient records tends to increase. Coordinating the release of information (ROI) across locations can become time-consuming and inconsistent without a scalable system.

Fragmented systems not only slow internal operations but can also affect patient outcomes, especially when timely referrals or surgical decisions depend on complete records.

Fortunately, practices looking to improve this process now have access to a no-cost, centralized record release solution built for orthopedic networks.

Why Growth Makes Record Management Challenging for Orthopedic Networks

Multi-location orthopedic practices face unique administrative and regulatory challenges. These issues, if unaddressed, can gradually erode operational efficiency and patient satisfaction.

Inconsistent Turnaround Times: Different locations using different tools can create a patchwork of disconnected processes. This can cause delays, leading to referral issues and missed opportunities to deliver timely care.

Compliance Complexity: Practices must ensure HIPAA and 21st Century Cures Act compliance across all sites. Without consistent internal protocols, it becomes difficult to enforce time-based release standards.

Operational Burden on Staff: Manual release of information processes consume significant staff time between retrieval, QA, faxing, phone calls for status updates, spreadsheet tracking, and more. This time could be better spent on higher-value tasks that directly support patient care.

In a recent athenahealth survey, 75% of orthopedists and other specialists reported spending substantial time on non-reimbursable administrative work, and 58% reported feeling overwhelmed weekly.

These aren’t signs of failure; they’re indicators that your orthopedic network’s growth has outpaced your current system.

What Makes a Record Release Solution Scalable for Orthopedic Networks?

True scalability means your system continues to perform efficiently as you add locations, increase volume, or face new compliance demands. The ONC/ASTP workflow automation report identifies the following characteristics for suitable tasks:

Tasks within workflows suitable for automation typically include these characteristics:
• Involve manual data entry
• Occur with high frequency and/or repetition
• Use clearly defined independent and dependent variables for modeling
• Have clear roles and responsibilities

ChartRequestSelect blends experienced human professionals with streamlined software to automate the release of information for orthopedic organizations and networks of all sizes. As your orthopedic network grows, ChartRequestSelect scales with you at the same no-cost rate.

Our dedicated release of information (ROI) experts manage each request, while our centralized platform ensures full visibility, standardization, and audit readiness. It centralizes all requests, eliminates redundancies, and automates repetitive workflows like intake, verification, and delivery.

Whether you’re processing hundreds or thousands of requests each month, our no-cost solution enables your growing orthopedic system to focus on care delivery, not paperwork.

A Look at What’s Possible: NY Orthopedics

NY Orthopedics, with 15+ specialists across nine locations, needed to improve consistency and reduce administrative strain. By switching to ChartRequestSelect, they:

• Standardized workflows across locations
• Cut fulfillment time from 14+ days to under 5
• Saved $136,000 annually in administrative labor
• Maintained compliance without expanding their team

Read the full case study.

A Low-Risk Way to Improve a High-Impact Workflow

Your current process might be working, but that doesn’t mean it’s ready for scale. ChartRequestSelect offers a smarter, easier way to modernize ROI, with no added cost to your organization.

Making the Transition Seamless

Switching to a centralized, no-cost release of information platform doesn’t need to be disruptive for your orthopedic network.

Whether you’re currently managing releases in-house or working with a third-party vendor, we help orthopedic organizations make the transition with confidence and ease.

Most practices are fully live within 30 days with our streamlined onboarding process.

What to Expect During Onboarding

From day one, you’re paired with a dedicated onboarding specialist who works closely with your team to:

• Map your current workflows,
• Walk you through the platform,
• Configure your dashboard and performance tracking,
• Provide go-live support and real-time troubleshooting,
• and more.

In most cases, onboarding only takes 3 or 4 brief calls over a few weeks to discuss your system(s) of record, configure your account, and handle other essential setup.

What if You’re Using Another ROI Vendor?

Already working with another ROI vendor? You don’t need to wait until your contract ends to start the conversation.

By setting up a personalized consultation now, your organization can get the key information to make the switch as soon as possible. This proactive approach eliminates downtime, ensures compliance continuity, and gives your team the tools to succeed without rushing the process or disrupting daily operations.

Find Out if ChartRequestSelect is Right for Your Orthopedic Organization

If you’re still relying on manual processes, fragmented tools, or a vendor that treats every practice the same, it’s time to rethink the release of information.

ChartRequestSelect offers a shift in how your organization can scale without friction and remove the bottleneck of compliant record release.

Practices that make the switch often realize just how much time and/or budget they spent tasks that we automate at no cost. Ready to find out how much can we help you save?

Book your personalized ChartRequestSelect consultation to learn more.