Medical providers handle vast amounts of information, ranging from doctors’ notes to test results and prescriptions. However, securing this data while ensuring accessibility is becoming an ever more difficult and complex task for modern GP surgeries and medical practices.
How to improve the records management process within the medical industry
In this article, we dig deeper into this issue, highlighting the top 5 challenges currently facing providers when it comes to medical document management. Read on to learn more about these challenges and what you can do to ensure you have the right medical document management systems in place.
Larger catchment areas
When it comes to managing patient numbers, the pressure is mounting. GP surgeries are under increasing strain to expand their catchment areas, resulting in a growing influx of patients. More patients means more documentation and data, much of which will need to be stored and protected for years.
But how can these huge volumes of data and documentation be stored? Traditional approaches, such as dedicating entire rooms within your practice to paper storage, are proving challenging as the space is needed for patient care. There’s also a rising concern about unauthorised access and the possibility of misplaced files. The solution lies in partnering with a reliable off-site medical document storage provider.
By relocating medical document storage off-premises, you can reclaim valuable space and safeguard records from potential risks.
Archive Vault is a high quality records management service, which is why our processes are certified to ISO 9001, the international standard for quality management. Our purpose-built facility is equipped with state-of-the-art fire and flood protection measures, complemented by round-the-clock CCTV surveillance and intruder alarms. Additionally, all of our personnel undergo rigorous vetting procedures.
For your peace of mind, your medical records will also be tracked on every step of their journey via barcode tracking. This will give you a transparent record of how your medical documents have been accessed.
The digital switchover
Another medical document storage challenge currently facing medical practices is the need to digitise documents, both new and old. This is a significant task because it requires careful selection and preparation.
For instance, documents may need to be taken out of plastic envelopes or ring binders, with staples and safety clips removed. This is time-consuming and could put pressure on teams who already have limited resources.
The scanning process can be complex, too. Each document must be scanned so that quality and legibility are maintained. The scanned documents must then be catalogued and securely stored.
Our state-of-the-art scanning equipment means that we can quickly and securely scan your paper documents into digital files. This is completed in line with the latest data protection regulations and our certified ISO 27001 information security standard, giving you full confidence in our processes. And if you need boxes or someone to box up your records, we can do that too!
Ensuring data protection
Securing your medical practice’s information is a tough task. Physical documents pose challenges on-site, with risks such as unauthorised access, file misplacement and a lack of secure space. Quick access for patient care with strict privacy needs complicates matters further.
Digital data is just as challenging. Unfortunately, cybercriminals are becoming more sophisticated, which has led to a number of high-profile attacks on NHS organisations. Therefore, you need to do everything you can to protect your digital information from cyber attacks. Adding to the complexity is the timely destruction of information, which is vital for compliance with the Data Protection Act 2018.
Drafting in a third party can help. At Archive-Vault, our purpose built facility can protect your records from natural and man-made risks. Your documents will also be rigorously tracked to provide a clear view of custody. Once they’re in place, you will have complete control over who can access and retrieve your files.
We can also record the expiration dates of your medical documents, which means we can notify you when you’re due for a destruction review. You can rely on us to securely destroy expired records, which will be done in accordance with BS EN15713 (European Standard for Information Destruction).
Cyber security is a priority for us, too, which is why we have implemented processes that meet the requirements of ISO 27001, the international standard of information security.
Maintaining accessibility
Maintaining accessibility to relevant information can be difficult for medical practices and GP surgeries. While this data must be kept secure, it must also be possible for relevant personnel to access records in a timely way. Failure to get this delicate balance right means that there could be negative, or even dangerous, consequences for patients.
At Archive-Vault, we offer standard, next-day, same day or digital retrievals for your documents. If you need access to a file, but not the hard copy, our digital retrieval service – scan on demand – means that we can scan the necessary document and upload it to your personal client portal, giving you access when needed.
Accurate cataloguing
Establishing a clear classification system is essential as documents are archived or transitioned into digital formats. However, creating and implementing such a system can be time-consuming. Without specialised expertise, there’s also a risk of the system falling short of its intended purpose.
That’s where we come in. We will assess your individual practice’s needs and tailor a document referencing system specifically for your GP surgery or medical practice. With our bespoke solution, you’ll always have a clear system to find each patient’s notes, scans and certificates.
Your medical document management solutions
Medical documentation storage challenges are significant, but they’re not insurmountable. By working with us, you can ensure that your paper records are safely stored, documents are seamlessly created into digital formats and that data protection is maintained at all times.
If you’d like to talk to us about your medical document management needs, get in touch by calling 01603 720722 or emailing info@archive-vault.co.uk.
