Healthcare

Frequently Asked Questions

• Why Storetec?

  We pride ourselves on our certified approach, conducting regular audits to meet ISO, BS10008, and Cyber Essentials Plus requirements. Our experienced team, with a solution-focused culture, ensure the best outcomes for our clients. Our state-of-the-art facilities and cutting-edge equipment enable tailored, efficient solutions. These combined have earned us the title of BPO/Outsourcing/Bureau Business of the Year at the Document Manager Awards for ten years, showcasing our dedication to excellence.

• What is medical record scanning?

  Medical record scanning involves converting physical medical records into digital format to enhance the efficiency and accessibility of patient records. This process requires collecting and organising patient charts, treatment records, lab reports, and other medical documents from healthcare facilities. Once gathered, these records are scanned, making them easier to manage, share, and store electronically, ultimately improving the overall healthcare administration and patient care processes.

• When did medical records go digital?

  The transition from paper to digital medical records started in the late 20th century. Electronic health records (EHRs) emerged in the 1970s and 1980s, with limited adoption due to technology constraints. Advances in computing and the internet in the 1990s set the stage for wider digital record-keeping. The 2000s saw efforts to promote EHR adoption, particularly with government initiatives. By the 2010s, EHR adoption became more widespread, driven by regulations and improved patient care. This transition continues, with some facilities still using a mix of paper and digital records.

• What are the benefits of digitising medical records?

  With our medical record scanning service, you can have the peace of mind knowing all paper-based patient files are backed up with a digital replica, safeguarding critical information for the future. Additionally, you can effortlessly adhere to regulations and easily prepare for audits/inspections. By eliminating the need for physical patient documentation, you save valuable space and reduce third-party storage costs. Finally, you enhance the quality of service provided to patients with instant access to the records they require, offering a more efficient and responsive healthcare experience.

• What type of medical records can you scan?

  Continuous investment in the latest software and scanning equipment means we can scan any type of medical record you have.

  We have extensive experience working with the NHS and various private healthcare organisations including dentists, hospitals, GP practices, opticians, sexual health, and mental health services.

  We have the expertise and equipment to scan the following types of records: Lloyd George records, standard patient files, continuing care documents, trace documents (MRI etc), dental records including bite wings and X-Rays, healthcare commissioning documents, clinical quality & medical records, microfiche & microfilm records, child protection documents, A&E reports and drug and medication documentation.

• Are scanned documents legally accepted in healthcare, including for audits and compliance purposes?

  Yes, scanned documents are legally accepted in healthcare when proper procedures and technology are used to ensure the authenticity and integrity of the digital copies. Look for a supplier who is certified to BS10008, the British Standard on Evidential weight and legal admissibility of electronically stored information.

• Can your cloud hosting service integrate with Electronic Health Record (EHR) systems?

  Many document management systems, like MDI Cloud, are designed to seamlessly integrate with EHR systems, allowing for easy incorporation of scanned documents into digital patient records. Scanned images can be efficiently indexed and uploaded directly into your EHR system, streamlining the process of managing medical records and enhancing the efficiency of healthcare workflows.

• Is cloud-based medical record storage secure and compliant with UK healthcare regulations?

  Yes, document management systems, like MDI Cloud, prioritise data security and are designed to comply with regulations such as the Data Protection Act and NHS Digital guidelines, ensuring the safe storage of patient data.

• How can cloud hosting improve collaboration in the healthcare sector?

  Cloud-based document management systems facilitate collaborative document access and sharing among employees, departments, and stakeholders, enhancing teamwork and productivity. MDI Cloud tracks document versions, allowing users to see changes, revert to previous versions, and prevent conflicting edits, and offers in-system messaging. Workflows can be set up to automate the approval process, seamlessly routing documents to the appropriate personnel for review and approval, ensuring a smooth and timely exchange of information.

• Is data recovery ensured in the event of unexpected incidents or disasters with cloud hosting?

  Yes, cloud-based backups and disaster recovery plans are in place to ensure data recovery and minimal downtime in emergencies. Snapshots of MDI Cloud data are taken every 4 hours with 168 iterations of backups kept, and it is penetration tested by independent cyber security parties on an annual basis. Automatic failover and recovery are in place to guarantee the system is live 99.99% of the time.