For a major regional medical center in Minnesota (Health System A), the challenge wasn’t only about moving data, it was about protecting it through the entire clinical data exchange process.
Managing a network of hospital campuses, primary care clinics, and over 1,000 physicians, Health System A faced a mountain of administrative pressure. Every year, their Health Information Management (HIM) team was tasked with fulfilling over 27,000 Release of Information (ROI) requests.
But as volume grew, so did the risks.
With cyberattacks on the rise and privacy regulations constantly evolving, the traditional way of doing things was no longer enough. The system hit a breaking point where three critical challenges converged:
The HIM Manager knew that to move forward, they didn’t just need more hands on deck; they needed a tech-forward solution that offered real-time visibility and ironclad security.
Health System A didn’t just need a software vendor; they needed a partner that understood the high-stakes world of Release of Information. They chose Moxe’s digital-first ROI solution because it prioritized three things: full transparency, minimum-necessary release restrictions, and a high level of staff expertise based in the United States.
By integrating Moxe’s modern technology, the System’s Release Specialists transitioned from manual data hunters to high-efficiency oversight experts. Instead of getting bogged down in the mechanics of data retrieval, they could trust that Moxe’s technology was handling thousands of requests in a fraction of the time, all while adhering to strict privacy guardrails.
After just one year of partnership, the shift from manual to automated workflows delivered tangible, game-changing results for the Minnesota-based team:
1. Massive Productivity Gains
By automating the fulfillment of 27,000+ requests in the first year, Health System A saved 5,647 manual hours. To put that in perspective, that is over two and a half years of full-time work reclaimed in just 12 months.
2. Drastic Reductions in Turnaround Time
Previously, the system struggled with a 7–8 day turnaround time leading to missed deadlines and payer friction. With Moxe, the average turnaround time accelerated to just 1.5 days. Furthermore, 98% of all in-scope requests were fulfilled in under 10 days, far exceeding industry standards and payer expectations.
3. Radical Transparency
In the past, the black box of outsourced ROI left the HIM team in the dark. Now, the team has real-time visibility into every transaction.
“We can see who they’re billing, what they’re billing for, and how much. That shows true transparency with the organization,” noted the HIM Manager.
While the numbers are impressive, the most significant impact was on the staff. ROI is a personal business; providers must have absolute confidence that their partners handle sensitive patient data with the same care they do.
The HIM Manager at the Minnesota regional medical center summarized the partnership best:
“It’s a feeling. I feel like the Moxe team cares about what our outcomes are… I now understand how Release of Information should work.”
By removing the friction of manual chart retrieval, Health System A didn’t just optimize their operations—they empowered their people. When the paperwork is handled by a professional, thorough team of experts backed by a Best in KLAS automated system, the team can finally stop chasing charts and start focusing on their mission: delivering exceptional patient care.
Is your HIM team spending more time on manual data retrieval than on strategic initiatives? Health System A’s success proves that you don’t have to choose between speed and security. With the right automated medical Release of Information partner, you can improve turnaround times, ensure 100% transparency, and give your staff their time back.
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