Administrator FAQ

Your Questions, Answered.

Q: Why should I choose your company? 

A: Sentry MD’s  immunization tracking and health record management service is designed to facilitate the tracking and management of immunizations and various other records of employees and students. Easily review multiple records and streamline compliance with scheduled compliance reports and alerts of expiring records. Save time and valuable staff resources with our system so you can focus on higher priority initiatives. Our simple-to-use web-based system means you don’t waste time managing paper documents.

  • All administrative work is provided by Sentry MD professionals, including member compliance/clearance

  • Sentry MD employees are strongly committed to customer service.

  • Sentry MD gives you direct points of contact for both your administrators and members.

  • Health record professionals review, store records and report the members’ compliance within 24 - 48 hours of any submission

  • Our company has 25 years of experience managing health records with excellent references

  • Health record professionals have an average of 12 years experience 

  • State-of- the-art systems, including a rules based software platform ensuring the accuracy of the tracking information   

 

Q:What is the on boarding process? 

A: Once your institution  has agreed on enrollment procedures, health forms and requirements, Sentry MD sets up the appropriate system parameters to activate each program.   Members then will receive a welcome email with instructions along with the required tracking documentation. Upon receipt of any  member document, Sentry MD will email the member an acknowledgement along with login instructions.

 

Q: What is the Client’s (Employer or University) role? 

A: The Client’s role is to determine the parameters for what immunizations and documentation to track and to identify key administrative contacts for compliance reporting and on-line access.

 

Q:What is the cost and who pays for the service? 

A: The per member cost varies based on the number of members and the number of requirements being tracked.  Sentry MD supports both individual member and institution payment models.  

 

Q: How do members and administrators access the records? 

A: Authorized staff is able to login to SentryMD and access all of their members’ records and summaries of tracking items. Members can also login to their personal SentryMD account and view their documents and compliance status.

 

Q: How is the member information kept confidential? 

A: Privacy and confidentiality of member health information is a top priority of Sentry MD. We understand the trust and confidence our customers place in us and we take profound measures to safeguard this very private and personal information. All release procedures, emergent and non- emergent, have been designed by medical records professionals. Student information can be disclosed only with valid authorization, and only when the identification, verification and authorization processes have been completed. Extensive system security is employed and all authorized users have personalized accounts with confidential passwords, codes and/or PIN numbers. SentryMD is committed to adhering to all state and federal laws governing the privacy and confidentiality of health information including the laws in HIPAA and FERPA legislation.

 

Q: Can members access their accounts and submit documents from their smartphones? 

A:  Yes.  Sentry MD systems are smartphone friendly..

 

Q: How long is the information available? 

A: Member information will be available online as long as the member is active in Sentry MD.  After inactivation, due to a change in jobs or graduation, account information and  documents will be kept for a period of time commensurate with the Client institution policies, typically for  seven or eight years after members are inactive. Former members may contact Sentry MD for an authorized release of their information at any time during this period. 

 

Q: Where are you based? 

A: SentryMD is based in Bristol, RI and Dallas, TX and serves institutions nationwide.
 

Q: Who do I contact if I need assistance? 

A: Clinical coordinators and administrators will be given contact information for the designated account manager(s) at Sentry MD.

 

Q: Who do my employees/students contact Sentry MD for assistance? 

A:  Members are assigned a personal representative, including an email address unique to your institution for on-going communication.

 

Q: Is there a self-service portal or login to review submitted documents? 

A: Yes, members are given a personal account which allows them to view, print and organize their records. Members must submit any requirements via secure uploader or email for a SentryMD representative to review and approve.

 

Q: How are the documents submitted? 

A: Via your institution’s unique Sentry MD email address or through Sentry MD’s secure uploader in a PDF format.

 

Q:Who can submit? 

A: Employees, students, administrators, and healthcare providers can submit documentation along with any signatures or stamps that are required.

 

Q: How will I know when an employee or student has submitted documentation? 

A: When a member submits a document, it is reviewed and acknowledged by email by the reviewing Sentry MD health record professional. Any change in compliance status will be reflected immediately in on-line inquiries and compliance reporting.

 

Q: Do you send email expiration notices to members? 

A: Yes, we send email reminders to employees and students who have something expiring or becoming due 30, 60, or 90  days prior to the due date.

 

Q: How will I know something is expired?  

A: Administrators can run compliance reports for groups of members at any time and use the inquiry to determine the status of individual accounts.  

 

Q: How long is the information available online? 

A: Member information is available online as long as the member is active in Sentry MD.  After inactivation, due to a change in jobs or graduation, account information and  documents will be kept for a period of time commensurate with the Client institution policies, typically for  seven or eight years after members are inactive. Former members may contact Sentry MD for an authorized release of their information at any time during this period. 

 

Q: Do my employees or students get a copy of the file? 

A: Yes, members will be able to see their records online and print or email copies as needed.

 

Q: Can I provide Health Records for my employees or students? 
A: Yes, anyone can provide records as long as the member’s identifying information is provided and it is signed and stamped by a physician or clinic.

© 2020 Sentry MD

P.O. Box 1256 Bristol, Rhode Island 02809