Jennifer,
I am so sorry to hear about your situation. My thoughts and prayers are with you as well. If there is anything I can do.
For some of your questions (I am going to assume that everything is electronic). An idea of how many charts would be helpful.
As far as your records:
1. First, I would get someone or you could combined each record into one PDF (for each record not all together)
2. Put these all in one folder.
3. Back them up to two or three places. Like three or four hard drives. Back them all up to a DVD or two. You just don't want to lose any over time.
From here, you have several options:
1. As patients needed them, you could fax them. I wouldn't print them as that would be too expensive. But, some may need them that way.
2. You could have a young person, say 15 or 16 or whatever that wants to help you or make a little money on the side to burn one after the other to CDs. They would probably have to be part time employees or be bonded or something for HIPAA, but who cares to some degree. Each CD would have to be labeled with name and DOB and, of course, checked to make sure the PDF opened. These could be handed out to patients or mailed. Hopefully, practices in the area would work with you and just send someone by every 15 days or so to pick up the patient CDs. (I would be willing to mail you CDs if it helped or cases as well). The more expensive part of the mailing would be the padded envelopes for CDs. We could all chip in and send 25 each or so.)
3. I have heard of, but not seen because I haven't looked, of companies that hold records and release them as needed for a fee. Not sure how much.
4. As far as I know, you can move the records or server anywhere you want. Again, please put the files in two, three or four places. You may even want one DVD in a safety deposit box if it is going to be a long time. I know. Overkill, but you never know.
5. My understanding of paying for AC is for support and upgrades. You shouldn't have to pay for a copy that is just sitting there. Three things. First if it wasn't connected to the Internet, no one would ever know. Second, you are going to print all those records to PDF if you make the decision to close. And, third, I can't speak for Jon, but I am sure he would help you as much as possible and certainly wouldn't make you pay for AC if you aren't in business.
I am serious about any help or sending packets, CDs, etc.
