Read on to find out how we help a GP surgery to maximise its space and switch to a fully managed archive system for its patient files
The Challenge
To improve patient experience, a well-established GP surgery group in Norwich is renovating its building to create more rooms and extend its working space. But for these improvements to be successful, the surgery’s patient records also need a new home. The Practice Manager recognised the need to move the files off-site to create additional space, improve efficiency and enhance security. However, they were unsure about the best way to do this. They got in touch with us to find a solution.
We arranged a visit with the Practice Manager so we could learn about their needs and current filing systems. At the time, patient files were being kept in a staff-only corridor, next to the department’s kitchenette. Authorised staff would retrieve and replace the files manually in this high-traffic area. We identified the following areas for improvement.
Space – Building works were already underway and the files were taking up a lot of much-needed space. Their prompt removal was essential.
Security – The location of the files increased the risk of data breaches and unauthorised access. Being situated in an open area meant that access could not be restricted with locked doors or other barriers, and the presence of renovation workers added additional risk.
Indexing – The patient files appeared to be in alphabetical order. However, the manual retrieval and replacement of files meant that order would need to be maintained. If files are not returned to the right place, the risk of them being lost is increased.
Time – All members of staff at the GP surgery are very busy and time is precious. The manual nature of the filing system meant that they had to dedicate valuable time to finding files and maintaining order. This was time that could be better spent elsewhere.
After assessing the project as a whole, we developed the following solution.
The Solution
To ensure patient files were removed securely and methodically with minimal disruption to our client, we suggested using our boxing-up service.
We estimated the amount of time it would take to complete the project before arriving at the premises and boxing up the files. In this case, the patient records were organised alphabetically, which meant that we created a box referencing system based on patient surnames.
Speed was important, so our driver transported the completed boxes to our secure facilities as quickly as the boxes were being created by the on-site team. This ensured minimal boxes were stored on site, preventing valuable space being taken up while the move was in progress. Once the boxes arrived at our purpose-built warehouses, state-of-the-art barcode technology was implemented to ensure a full audit trail and traceable movement history for every barcoded item in storage. This eliminates the risk of items misplaced.
The GP surgery was given access to our client portal so they could view and manage their inventory online. Our client also opted for file-level indexing, so once all the boxes were in storage, the indexing process was carried out. File indexing doesn’t only make it more efficient for the client to make requests on the Client Portal, but eliminates any future issues with files that were originally ordered incorrectly. For this project, files were indexed by bespoke references requested by the GP surgery.
The Results
Storing the patient files off-site with us has removed issues of wasted time, money and space. Any concerns about the exact location of documents have also been eliminated as all files are indexed on the client portal by our team – complete with a full audit trail.
- All patient files are now securely stored in our purpose-built warehouses, which are protected by high-level security protocols.
- Every file has been indexed, which means it can be easily tracked via our comprehensive barcode system.
- The online Client Portal gives the client quick, efficient and easy access to their inventory anywhere, at any time.
- A schedule has been put in place to ensure the client receives the files they need in the agreed timeframe.
- The client has gained vital space for surgery improvements, ensured data compliance and freed up valuable staff time for other essential work.
- They also now have fully comprehensive storage and records management.
Want to discuss your secure storage needs?
If you would like to find out more about our secure storage solutions for your organisation, you can get in touch with us by calling 01603 720722 or emailing info@archive-vault.co.uk.
*Due to the nature of our business, our clients must remain anonymous.
