Medical Files are highly confidential, and a well-organised system is vital to delivering professional healthcare services. For both public NHS and private healthcare organisations, storing your medical files off-site can be one of the most efficient ways of managing your medical records and documents. This blog will help you understand the benefits of holding medical files off site.

Save Physical Space

While many medical files are now being stored online, there are also legal requirements for most to be stored as a physical paper copy. This takes up valuable space within surgeries. By storing medical files off-site, you can use the space to improve treatment zones.

Improve Access Efficiency

All medical files are collected, indexed and stored within a specialised archiving centre. This ensures excellent organisation for all documents and records. Storing your medical files off-site still allows you easy access to the documents you require through digital document management. This gives you full online access to manage and retrieve files from your computer while being fully compliant with GDPR regulations. As a result, this can help you improve patient confidentiality and accuracy. Storage facilities can also efficiently accommodate organisations with complex patient record archive arrangements. This makes sure you comply with all responsibilities set out by the Care Quality Commission (CQC).

GDPR Compliant and ICO Registered Filing Systems

One of the most challenging yet crucial aspects to storing medical files is ensuring you are fully compliant with the General Data Protection Regulation (GDPR) and the Data Protection Act 1998. Off-site storage for your medical files ensures you are fully compliant. This gives you more time to focus on your day-to-day work. Additionally, off-site file storage is registered with the Information Commissioner’s Office (ICO).

Easily Access and Audit Medical Health Records

You can conveniently access medical files through the highly secure digital document management system. This system helps you remain compliant with keeping medical audit records. Once medical files are logged and stored off site, the system will record any activity or changes to the files. This creates an accurate audit trail. This is then documented and kept for the lifespan of the medical file.

Digitisation of Frequently Used Medical Files

One of the benefits of storing your medical documents off site is that you can access files in current use on an on-going basis. Through secure digital document management, you can quickly access a ‘live’ version of the medical file online. This ensures your records remain secure, accurate and up-to-date.

Advanced Security for Medical Files

One of the most important benefits to holding medical files off-site is the extensive levels of security. This applies to all physical copies of documents. In facilities such as flexible storage solutions, highly secure steel storage units hold all files. These are also water and fireproof, keeping files as safe as possible from theft, burglary or vandalism. 24-hour CCTV surveillance protects the facility. This is then operated by DBS-checked staff. This guarantees that all documents receive the maximum level of protection possible.

If these reasons for holding medical files off-site can benefit your organisation, get in touch. One of our storage consultants can arrange to visit you to discuss your requirements.

October 21, 2021