Frequently asked question Records Management Program
I have terrible hand writing. How will you be able to read it?
Our team is well-trained in reading the most difficult of handwriting once we get to learn your style. Initially if we encounter difficulties, we will contact you or a member of your team who is familiar with your handwriting, so we can learn how to interpret your handwriting. However, most files and hence patient records are made up of sheets that come from a printer.
What can I do to stop this paperwork building up?
We can work with you to come up with a solution that enables you to reduce the involvement of paper in your business. This may involve streamlining your current process and replacing some of your activity with an activity that promotes efficiency and minimal paperwork. We encourage that you scan your documents and file them electronically and streamline your processes so that you don’t use paper, but rather, a computer and suitable software. You will find that this would result in an efficient workflow and management.
Transitioning into a paperless office may be an initially daunting experience. For some, this may mean changing their working habits. We encourage you to persist with the change – think about how much time and money you are saving! Not to mention that you are also saving the trees!
Date stickers on records are inaccurate/not maintained. How will your staff cull accurately?
If date stickers are non-existent, staff will need to open the record to determine the date of last activity. This will lengthen the duration of the project. If an accurate database exists, culling may be predetermined by using the clinical codes and dates as criteria.
I’ve got 1000 files with say 20 sheets of one sided paper on average. How long will it take?
Using the latest technology and good operators you can scan up to 10,000 pages per day without interruption. On that basis your project of 20,000 pages would take 2 days to scan. As a contingency for interruptions, missing sheets, poor copy quality we would double it, being a total of 4 days.
The amount of time required to enter the data into your database system is contingent upon the type of information contained in the records. For example, handwritten notes take longer to input to the system. We would provide you with an estimate prior to the start of the project.
If required we can expedite your project at an additional cost.
Is there anything I can do to stop having this mess?
See answer to question (2) above. This requires a streamlining of your current processes.
Can you give us a plan that will reduce our file storage and retrieval problems in the future?
Yes we can – this is precisely why we are here. We can digitize all of your records and provide you with scanned records so that you can get rid of your paper records, thus saving you substantial storage and retrieval costs. We ensure that the indexing of the scanned records are simple and allows for easy retrieval. Our solution also comes with back up solutions and recovery services.
I need one person, lockable filing cabinets, special purpose stationery and folders, just to maintain my files. What can I do to reduce my costs?
You can replace all of the above with a scanner and a computer. Once this is set up, you can perform your filing electronically. We can file them electronically in your system on your behalf. We will sit down with you and work out how this can be achieved.
I have files on many floors and in various nooks and crannies and various teams maintain their own filing systems. How can we do it better?
Hire us. We will design or recommend a suitable database/software for you and assist you in the transition process.
What is the cheapest yet effective means of maintaining my records?
- Go paperless
- Buy a scanner & computer
- You scan your records to us daily so you record system is brought up to date quickly and you don’t pay us for the cost of scanning
- Ensure that all your records are in your electronic Document Management system daily, then put the paper copies in your blue shredder bin.
What do you do with files that are already together as a record?
They are kept together and either stored or destroyed as agreed with you.
What do you do if the pages are loose sheets?
At your discretion, they can either be: combined with the patient’s medical record or, stapled together and stored if there is more than one sheet with the appropriate references or, if the loose sheets consist of a single sheet per patient then storage could be done under the date of the service with reference back to the main file.
Who should ensure the Medical Record Number "MRN" is matched to the correct patient.
This should be done by your staff as they have access to the data bases and the Patient Master Index “PMI “.
What is your backup strategy for this critical patient data?
We back up continually every 2 hours.
We are in an open plan environment and everyone can access our files. Am I complying with the Privacy Act?
Probably not. Part of the Privacy Act places the onus on you as the party holding the record to ensure that it is secure and confidential.
How can you guarantee that my records will be kept secure whilst your staff are working on them?
It is part of our promise that your records are kept secure and confidential. Our team members are subject to rigorous screening process and are bound by a confidentiality agreement. You can be sure that your records are safe with us.
Yes, of course.
To what standard is the electronic image capture, recording and storage of data performed?
They are performed to auditable standards of ISO 9001:2000, and it can be shown that no image has been altered. This means an image we capture is an exact replica of your hardcopy record.