Healthcare institutions such as hospitals, nursing homes, clinics, and rehabilitation centers manage patient records that are essential for providing optimal care. Healthcare institutions such as hospitals, nursing homes, clinics, and rehabilitation centers manage patient records that are essential for providing optimal care. Healthcare providers must have access to the right information at the right time, while ensuring privacy and security at all times. Digitising patient records offers an efficient solution to reduce administrative hassle and improve care.
Patient Records
Benefits of Digital Archiving
Digitising patient records offers many advantages for your healthcare institution:
- Quick Access: Find the right patient record quickly, no matter where you are.
- User-Friendly: Easily consult and search records for healthcare professionals.
- Space-Saving: Free up valuable physical space for other purposes.
- Integration with Your Systems: Seamlessly link with ZIS, EPD, or ECD systems for a streamlined workflow.
- Security: Access is restricted to authorised personnel, ensuring confidentiality.
- Retention Management: Set retention and deletion policies to manage records.
- Better Control of Your Records: Organise and manage your digital records without unnecessary hassle.
One overview of All Patient Information
Once the records are digitised, Archive-IT can link them to your existing Healthcare Information System (HIS) or Electronic Patient Record (EPR), such as HiX by Chipsoft. This integration seamlessly merges your paper-based history with new digital records. Our extensive experience in linking software to ZIS, EPD, and ECD systems ensures an easy-to-use method for quickly searching and finding records. You’ll have one unified overview of all medical information, both past and present.
How Our Digitisation Works
The digitisation of patient records at Archive-IT follows a proven process, step by step:
- Inventory – Assessment of documents and your needs.
- Quotation – Tailored price offer.
- Approval & Planning – Final approval and project scheduling.
- Transport – Secure transport of records to Archive-IT.
- Registration – Preparation and cleaning of documents.
- Scanning – Digitisation of records.
- Data Enrichment – Adding metadata for more efficient search functionality.
- Exporting – Providing files in your desired format.
- Destruction/Storage/Return – Handling of documents according to your preference.
No Disruption During Digitisation
At Archive-IT, we ensure the secure transport of medical records from your location to our archiving center. Need quick access to a record during digitisation? No problem! Our software allows you to request the record on priority, and it will be available digitally within 1.5 hours, even during office hours. This way, you experience little to no disruption during the digitisation process.
From Digitisation to Valuable Information
Simply digitising records is not enough. By utilising smart technology, records are enriched with metadata (such as the date of the last treatment). You can easily attach a retention period, such as 20 years, to the record. This makes it simple to establish a solid retention policy and ensure that records are destroyed once the retention period expires.
Additionally, our software allows you to combine information from multiple records and present it in one overview. This process, known as data enrichment, simplifies the analysis of data and helps you make faster decisions.
Retention Periods: Legal Requirements and Exceptions
Medical records must be stored for a mandatory 20 years after the last modification. However, there are exceptions, such as for children’s records, where the 20-year retention period starts at the age of 18. Specific rules also apply for hereditary diseases and records related to toxic/harmful substances.
It is crucial to comply with these retention periods. Archive-IT offers a system that automatically enforces these rules, giving you control over your data and ensuring that information is retained in accordance with legal requirements. It also helps you avoid keeping records longer than necessary, saving digital space and reducing costs.
Privacy and Security
Patient records contain sensitive information that must be protected at all times. Archive-IT adheres to the highest security standards, including ISO 27001 (information security), NEN 7510 (information security in healthcare), and ISO 9001 (quality management). This ensures compliance with the strictest privacy and security standards for both your institution and your patients.
Customised Advice
The cost of digitising patient records depends on several factors, such as the volume of records, the type of documents, and your healthcare institution’s specific needs. Our advisors will create a customised proposal for you based on certain metrics. The consultation and introductory meeting are completely free of charge.
We are happy to visit you in person or discuss the situation remotely. This conversation is valuable because there are different options available to meet your specific needs.
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Reference
"De kwaliteit van de service is iets wat Archive-IT voor ons kenmerkt. Informatie nodig over een factuur? Andere vragen? Wij worden altijd snel en uitgebreid geholpen."
Rosemary van Beljouw
| Head of Outpatient Care,
“When a new project came up, we contacted our contact person at Archive-IT directly to discuss the possibilities. There was no doubt about it; when you know you're in the right place, the choice is easy.”
Esther Cromheecke
| Director Division of Audiology & Communication,
"The collaboration with Archive-IT is going very well. Whenever I have a question, I receive immediate assistance and my concerns are quickly addressed."
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