Within 10 months, Archive-IT succeeded in having the MC Group in Flevoland work digitally with 91,000 patient files, which rotated between three locations. The MC Group has been working with JIM and DBS since 1996. (AB/LCMA Coordinator) Sally Martens knows Archive-IT as a reliable and professional partner. “It was a great pleasure to work with well-known people from Archive-IT. They always know where everything is and how the processing should be done. Due to the high speed, we were finished two months earlier. An additional advantage: the central archive is transformed into a changing room.”

In 2004, MC Groep looked at how other hospitals handle files. Sally Martens: “We absolutely wanted to start digitizing, especially due to lack of space. In addition, the files were necessary (but often not present) at one of our three locations: Emmeloord, Dronten and Lelystad. This was accompanied by many actions and annoyance. In order to follow the files, we worked in the archive initially with red cards as a missing signal, then with DBS from Jalema and later with JIM from Archive-IT.”

Learning point

So it’s time for a digital switchover. A digitisation pilot in 2010 at dermatology, an independent and well-organised speciality that only works with departmental files, was completed within 6 weeks. Sally Martens: “This was an excellent kick-off. Together with Mat Schell (Archive-IT Logistics Manager), we then looked at the more laborious unit files. He made a set-up for one:

– unit file for all specialties;
– departmental file (10 specialisms).

This allowed the specialists to see what works easily for them. Our ICT then perhaps underestimated the implementation phase a little. Looking back, a to do-list during a digitisation process could have avoided ambiguities and delays.”

Scaling up and overview

In April 2011, the MC Group started with the unit files. When scanning, the specialisms were immediately split up using tabs. Sally Martens: “We had prepared 10 shipments for the bulk. In the end everything went so smoothly that we were able to scale up and finished two months earlier! The work of the specialist has become much more efficient and that of the archive staff has changed enormously. For the additional scanning of (new) files/additions, we collect everything twice a day and that is also scanned centrally. Emergency files can be indicated by the clinics, so that they take precedence in the scanning process. Now we no longer have a shadow file and a file is always available. It’s a really nice way of working.”

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