Case Studies
Optimising Medical Records
Management for Portlaoise Hospital
Background
Portlaoise Hospital, a leading healthcare facility, manages a high volume of medical records and Emergency Department (ED) cards daily. The hospital faced challenges with limited space in their records library, which impacted efficiency and accessibility. They sought a reliable partner to streamline their records management process, improve storage efficiency, and enable rapid access to critical records.
CollectStoreDeliver was chosen to address these challenges and implement a comprehensive solution tailored to the hospital’s unique needs.
Challenges
- Limited Storage Space: The hospital’s records library was operating at full capacity, leaving no room for new files.
- Time-Consuming Retrieval: Staff often faced delays in locating and accessing specific records due to overcrowding in the storage facility.
- Demand for Immediate Access: Critical patient records needed to be accessible at short notice, especially for ongoing medical care.
Our Solution
Off-Site Storage of Medical Records and ED Cards
CollectStoreDeliver implemented a system to remove medical records and ED cards from the hospital’s site. These documents were transported to our secure, climate-controlled facility, where they were indexed and stored with meticulous care. This cleared significant space in the hospital’s library, enabling the hospital to restock their records library efficiently with new and active files.
High-Quality Indexing and Organisation
Every document was carefully indexed by our team, ensuring that each record could be easily identified and retrieved when needed. The hospital received assurance that their records were stored in excellent condition, preserving their quality for long-term use.
Scan-on-Demand Service
To ensure immediate access to critical records, we introduced our Scan-on-Demand service. This allows the hospital to request specific records at any time, and we scan the requested document and deliver it digitally on the same day. This service drastically reduced retrieval times and ensured that hospital staff had the information they needed without delay.
Results
Improved Space Management
By removing a substantial volume of medical records and ED cards, the hospital created much-needed space in their records library. This allowed for better organisation and the ability to accommodate new files without overcrowding.
Enhanced Efficiency
Our indexing and retrieval system ensured that records were always accessible when required. The Scan-on-Demand service provided instant access to critical records, improving response times for patient care and administrative tasks.
Cost-Effective Solution
Portlaoise Hospital benefited from reduced on-site storage costs and optimised their record-keeping processes without investing in additional infrastructure.
Partnering with CollectStoreDeliver has transformed how we manage our medical records. The space freed up in our library has made a huge difference, and the Scan-on-Demand service ensures we can access critical records whenever we need them. Their team is professional, reliable, and has helped us provide better care for our patients.
Manager
Portlaoise Hospital
Conclusion
CollectStoreDeliver provided Portlaoise Hospital with a tailored, efficient, and reliable solution to their records management challenges. By leveraging our off-site storage, high-quality indexing, and Scan-on-Demand services, the hospital achieved improved space management, enhanced efficiency, and better access to critical records.
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