A Norfolk-based medical practice was looking to change their record management company due to concerns about accessibility and service reliability. They were interested in quick and efficient access and retrieval for their documents, with a detailed itinerary of where and how everything had been stored.
The Challenge
The client needed regular file retrievals from their previous provider. However the process was onerous and manual, which left them struggling to fulfil Subject Access Requests and FOI Requests with the necessary timeframe.
File retrieval required manual steps and offered little visibility. It relied on a paper record to locate what files were stored in each box, making it difficult and time consuming to locate specific documents.
The Solution
Once the files were collected from the client’s current provider, we worked with them to find a schedule that suited their requirements, making records management work for them to ensure requesting files was quicker and easier.
Some Lloyd George packets and medical notes were stored in trays while others were stored in archive boxes. We barcoded every box and added them to our records management software using unique reference numbers, allowing the client to see all their records by logging in to the client portal.
A weekly schedule was implemented to deliver and collect their patient records on a specific day to suit the client. Regular and timely deliveries made files much easier for our client to process at the medical practice. Finally, the customer began to use the client portal to index all new files they were sending into storage, so that they had detailed electronic record of every box/file going forward.
The Result
- Efficiency: The client can now meet legal requirements by answering Subject Access Requests in a timely manner with little hassle.
- Control: The client has more control over their records as they know the location of every file and have access to robust audit trails.
- Accessibility: Files can be retrieved quickly and easily, at a time that suits them.
Testimonial
“Since moving from our previous provider, we are really pleased with the service you are providing. Being able to see our patient records online and make requests there makes it much easier. The weekly deliveries are much better too.” – Assistant Practice Manager
Our document storage services are ideal for organisations seeking to streamline their archiving process, free up valuable space, and strengthen information security. We have a wealth of experience supporting businesses in the medical and healthcare industry, including those with complex compliance requirements.
The team at Archive-Vault are well equipped to handle sensitive medical records with the utmost care and confidentiality. If you’d like to learn more about how we can support your record management needs, submit an enquiry or give us a call on 01603 720722.
