Medical documents are at the heart of every medical practice, GP surgery, NHS institution, private hospital, care home and dental surgery across the UK. To put it simply, delivering high-quality patient care would be virtually impossible without an organised and secure medical record and document storage system. The only way to achieve this is to have efficient processes in place and that’s where we can help.
If you’re responsible for medical records management, you will be familiar with the challenges involved, which include giving staff quick and easy access to patient documents while maintaining security and confidentiality at all times. We understand that this is a huge responsibility and work closely with you to provide efficient records management solutions for your organisation.
At Archive-Vault, we offer secure medical records management to both public and private sector organisations. Our comprehensive services cover indexing, storage, retrieval, document scanning and secure destruction. We prioritise the safety and security of your medical documents and work in accordance with data protection regulations and GDPR. We’re trusted by medical practices in and around East Anglia. You can have peace of mind that we do things the right way.
Why records management is important
It’s crucial that patients and healthcare professionals feel assured that their medical documents are being kept safe, secure and confidential. The loss of patient medical records would be catastrophic for an organisation with major implications for patient care. This could also bring penalties for not complying with Data Protection and the GDPR (General Data Protection Regulation). Efficient Records Management is vital as this will ensure that robust processes and systems are in place to guard against any data breaches and natural disasters.
Our purpose-built storage facility is fire and flood resistant with access only given to our DBS-checked staff and our vehicles. With Archive-Vault, documents are securely stored and we work alongside your data controllers to ensure that your medical records are managed to your exact requirements.
How we can help
Whether you’re a GP practice, a care home or a dental surgery, we treat all our clients with the same professional level of care that your patients expect from you. We’re here to help you safely organise, store, retrieve and destroy medical documents through our secure Records Management services. We manage your documents throughout the entire information lifecycle.
There are various reasons why you might want to store your medical records off-site. A key reason our medical document clients turn to us is to free up physical storage when they run out of space to store the ever increasing number of patient files.
Here at Archive-Vault, we can handle everything for you, giving you more time to focus on delivering care. To illustrate this it might help if we give you an example of how we work with our clients.
We look after a numerous GP surgeries where we have boxed up their entire archive and brought the documents back to our secure store. We index every record to ensure they can be retrieved easily and tracked at all times. The client can view their documents online using our secure client portal. Should the client need the hard copy documents, they can request the records online and have a scheduled delivery to suit you. There is also the option to have next day or same day deliveries. This allows easy access to records while freeing up space at the surgery.
We store a range of documents for the medical, health and social care sectors including:
- Patient health records
- Immunisation records
- X-ray and imaging records
- Medical notes
- Admission records and cards
- Lloyd George packets
Security is our priority
There is no need to worry about safety and security with Archive-Vault. Our purpose-built, flood and fire resistant facility is fitted with round-the-clock CCTV and intruder alarms, ensuring that your medical records are protected from natural disasters and criminal activity.
We understand that if you’re responsible for medical records, you will rightly be very concerned about security. Access to our secure store is only granted to our fully vetted staff and fleet of Archive-Vault vehicles. You can rest assured that we only enable access to records for members of staff you authorise.
Discovering that a document has been lost or misplaced is extremely worrying and searching for it can be time consuming. At Archive-Vault, we have a robust chain of custody which involves barcode tracking so that you know exactly where your documents are at all times and where they have been. So, no more worries about missing documents.
Secure and easy access
When you store your hard copy documents with Archive-Vault, you can get secure and easy access through our retrievals service which offers standard, next day and same day deliveries as well as digital retrieval services.
Being based on the outskirts of Norwich, we are well positioned to support medical, health and social care organisations across East Anglia. In addition to our deliveries, we also offer the option to request scanned copies of your medical documents via our scan on demand service. Our flexible service is tailored to your needs and covers individual or bulk scanning of your medical documents.
Via our online client portal you will get quick and easy access to documents 24/7 so you can view and manage them at your convenience. This means that documents can be shared easily with staff. However, you need have no concerns about security. You can customise the staff member permissions to control who can access certain document types or order medical documents for delivery. At Archive-Vault we work hard to protect your documents.
Choose Archive Vault for your records management needs
We build our service around client needs. We’ll look in-depth at your organisation and how it uses documents to create a bespoke Records Management system including indexing and referencing.
We can visit your premises to get a thorough understanding of your requirements and goals. Working closely with you, we’ll find a solution that helps you manage your medical documents with greater efficiency.
As a small family business, you won’t get passed from person to person to get the answers you need, we will respond to your enquiry swiftly. What’s more, you will get a dedicated Account Manager who will ensure you get exceptional customer service.
We work with small medical, health and social care organisations as well as large NHS hospitals and care providers across East Anglia.
At Archive-Vault we collect, index, barcode and store your documents, so you know where every patient’s notes, documents, scans, certificates and other records are at all times. As a business, we take data protection very seriously.
Join the other organisations that trust Archive-Vault to look after their medical records. At Archive-Vault, we can provide you with a full records management service. We take care of your records, giving you peace of mind. Contact us to request a quote.
