Medical Sorting and Indexing

Medical Sorting and Indexing

Our specialist staff will receive the unsorted medical notes and return to the client in an organized form of records.  Our team is comprised of qualified medical staff with more than 20 years of experience across a wide range of medical fields, thereby ensuring that medical records are processed accurately and efficiently. These services save our clients’ lots of time and money.

Insignia understands the importance of organized medical records and hence provides high-level medical records indexing and sorting services. Unless otherwise instructed, we follow a standard process to sort and collate medical records in date order.


  • First accurately captures the medical records’ document types, providers, dates and other customized data fields.
  • Arranges and categorizes electronic medical records into sections and subsections.
  • Chronologically sorts documents according to the provider’s requirement and date range within the section.
  • Deletes duplicate multiple records.
  • Accommodates client’s requests on customized sorting orders.
  • Provides separate duplicate records upon request.
  • Delivers PDF final output with Tab sheets.



Once the records have been professionally sorted, they are paginated.

We paginate the medical records to meet standard legal requirements. Page numbering starts from “Page 1” and continuously increases throughout the entire medical file. Page numbers are referenced in the Indexing and Summarizing functions and used for embedding hyperlinks. Once the medical records are sorted and paginated, we create the index. 

Upon completion of these steps, Insignia’s goal is to deliver Indexes and bookmarks that are thorough, easy to navigate and extremely cost-effective.