CAS provide expert medical records storage and medical records archive facilities. We can help NHS Trusts to ensure that their medical records storage is in the best possible shape to help deliver excellent patient care. The extended use of patient records means that finding enough space and making sure records are stored safely and securely while remaining easy to access, can be a challenge. Outsourcing your medical records archive to CAS presents an opportunity to save space, increase the security of records and provide digital access to up-to-date live files.
Medical Records Storage Security
CAS patient records storage facilities are approved for use by NHS Trusts. Our storage facilities have secure gated perimeter fences with round-the-clock security patrols and advanced CCTV. We have fitted environmental controls and advanced fire protection systems throughout the facility. Our dedicated fleet is GPS-tracked for document transfers.
We have deployed Radio Frequency Identification (RFID), the latest development in barcode management. RFID provides new levels of accuracy and efficiency far beyond standard barcode management. RFID systems support UK and EU compliance regulations for privacy and by auditing.
All of our document-handling staff have been approved by the Disclosure and Barring Service (DBS), which is the new name for the Criminal Records Bureau. This ensures we comply with the 2014 NHS England Confidentiality Policy which states: “All employees working in the NHS are bound by a legal duty of confidence to protect the personal information they may come into contact with during their work. This is not just a requirement of their contractual responsibilities but also a requirement within the common law duty of confidence and the Data Protection Act. It is also a requirement within the NHS Care Record Guarantee, produced to assure patients regarding the use of their information.” CAS are fully compliant with the Data Protection Act 1998.
File Scanning and Digitisation
We recommend that all documents that are in current use are scanned to produce a ‘live’ digital copy which can be accessed via CAS Cloud (see below). Required files are prepared for scanning by our team who remove extraneous items such as paper clips and staples, and individually scan each page including items such as added notes and post-its. The files are then scanned, coded and the digital record added to the virtual record library. The original records are then returned to their storage box.
Virtual Access Through CAS Cloud
CAS has developed a fully hosted, digital system with customised search criteria to enable medical staff and administrators to access patient records remotely from anywhere in the UK. CAS Cloud runs on a bank of dedicated high-grade servers in a bespoke and highly secure array at our HQ. Once your documents have been stored in CAS-Cloud, any activity performed on them is recorded. This comprehensive audit trail remains for the life of the material. This complete record of activity means your compliance concerns become a thing of the past.
Once requested each file is prepared for scanning by an experienced document management professional. They remove extraneous items such as paper clips and staples, and individually scan each page including any additional items such as added notes and post-its. The files are then scanned, coded and the digital record added to the virtual record library. The original records are then returned to their storage box.
Relocating medical records to a secure storage facility and digitising active files can result in increased productivity, essential at a time when all NHS teams are under budget pressure. The secure storage facility also delivers an enhanced level of security for the confidential records offering peace-of-mind for patients, carers and families.
Case Study: Cambridgeshire Community Services NHS Trust
In September 2015, CAS was approached by Cambridgeshire Community Services NHS Trust to undertake a project to relocate and digitise over 20,000 confidential client health care files. The Trust took the decision to improve their systems dramatically by moving to a new storage facility and at the same, time took the opportunity to digitise the files. Working closely with senior stakeholders within the Trust, CAS proposed to enable increased effectiveness of record keeping and retrieval through secure storage, creating digital versions of documents and providing online access to live files through CAS-Cloud.
Read the full story here: https://www.cas.ltd/digitising-records-nhs-trust-chooses-cas
About Clarks CAS
CAS provides comprehensive and secure document digitisation, information storage and facilities management services. For more than 20 years CAs have worked with NHS Trusts, Financial Services providers, and corporate and private clients. Our head office is just four miles from the City of London, supported by our advanced storage centres across the UK. CAS has an impressive array of International certifications (ISOs), which prove our compliance with the strictest national, European and international laws. They also demonstrate our commitment to provide innovative systems on security, confidentiality and quality control in keeping your files safe and well managed.
For a free, no obligation quote please contact our specialist team