PATIENT RECORDS MANAGEMENT

Buywise Health, and our strategic partners, are experts in all forms of patient records management. Our services extend from document cataloguing through secure off-site storage and archiving, to advanced document digitisation and cloud-based storage.

We help federations and individual practices to maximise their valuable space and improve patient confidentiality and accuracy.

 

We are fully compliant with all standards demanded by the Care Quality Commission (CQC)  and the recently enacted General Data Protection Regulation (GDPR).

SAVE SPACE & SAVE TIME

WITH OFF-SITE PATIENT RECORDS STORAGE

Our advanced digitisation service allows surgeries to store their documents off-site but work with them on a continuing basis. All documents that are in current use are scanned to produce a ‘live’ digital copy which can be accessed via an advanced and completely secure online portal. Records can be scanned on demand in just a few hours. Find out more below.

5-STEP SCAN-ON-DEMAND

Our scan-on-demand service lets busy GP practices store in-use patient records off-site. But how does it work? It's a simple but secure  5-step process...

Step 1.

COLLECT

We collect your files, as and when you require, and transfer them to our secure medical records storage facility.

Our fleet of collection vehicles are secure and GPS tracked. Files are never left unattended.

All of our document handling staff are highly trained and have passed DBS checks.

Step 2.

ARCHIVE

The physical files are then packed in durable specially designed document storage boxes. Each box is coded with its contents, and then stored in our secure facility.

Boxes are scanned when deposited or removed from storage, and the information is catalogued to provide an accurate audit which you can access 24/7.

Step 3.

SCAN

When you need to acces a file, simply request it through the online portal.

 

Within two hours of a file request, it is retrieved from storage, prepared for scanning by a document management expert, scanned, coded and the digital record added to your virtual record archive.

 

The original records are then returned to their storage box and replaced in the medical records archive.

Step 4.

CODE

Each file, and its digital clone, is given a unique code. This lets your authorised personnel  search for documents in a number of ways:

  • Patient name.

  • Date of birth.

  • File number.

  • NHS number.

The digital files are uploaded to our secure Cloud-based storage system. Only your authorised personnel can access your files.

Step 5.

ACCESS

Your authorised personnel can then log-in to a bespoke online portal to retrieve patient notes as and when needed. No special software is required.

 

Any activity performed on the digital file is recorded and this audit trail remains for the life of the material. This ensures compliance with data management legislation and General Data Protection Regulations (GDPR).

WEEKLY COLLECTION & RETURN

We provide a pre-arranged weekly collection and return of hard copy patient notes. So whenever the physical records are required (eg if a patient is moving to a new surgey, in court cases or for death certificates), you simply request the specific patient record and they will be returned to you on the next planned collection/return date.

DATA & DOCUMENT SECURITY

From advanced perimeter fencing, through security cameras that capture video and audio recordings, to futuristic fingerprint ID access terminals; our facilities are secure. Not just locked, but Fort Knox secure.

 

All of our staff have beeen through the latest Disclosure and Barring Services checks (DBS), which replaced the older CRB checks. Identity conformation is required for all staff visiting the premises. Your confidential patient records are safe and secure with us.

 

ADVANCED FOUR-TIER FACILITY SECURITY

DISCLOSURE & BARRING SERVICE

All current members of staff have signed confidentiality agreements, and have been checked through either the Criminal Records Bureau (CRB), or the Disclosure and Barring Service (DBS). All prospective new staff will have a standard DBS/Police background check.

GATED PERIMETER FENCE

The secure gated perimeter fence is monitored through CCTV Mobotix cameras. This ensures 24/7 secure recording of facilities. The video and audio records are backed up off-site.

FINGERPRINT IP ACCESS TERMINALS

Building entry is controlled with Suprema BioEntry W2 outdoor vandal-proof fingerprint IP access terminals. This provides the latest fingerprint algorithm coupled with powerful quad-core CPU and LFD (live finger detection) technology, with a rugged IP67/IK08 housing.

OPTICAL FIRE BEAM PROTECTION

Our storage facilities are fitted with advanced optical fire beam protection systems and air quality monitoring throughout. Internal Redcare security alarms are linked directly to the police and fire brigade, with automatic 24/7 emergency response protocols established.

LLOYD GEORGE PATIENT NOTES BOXES

For on-site storage, we can supply and deliver our Lloyd George boxes directly to you. For warehouse archive storage of medical records, CAS can use Lloyd George boxes to store your patient records for you safely and securely.

"EXCEPTIONAL STANDARDS AROUND SECURITY"

"It was essential for us to find a supplier that not only demonstrated exceptional standards around security and confidentiality but who could also tailor their service to meet our specific and challenging requirements. The team excelled in each of these areas."

CAMBRIDGESHIRE COMMUNITY SERVICES NHS TRUST

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Buywise Health is a trading name of AAM Business Solutions Ltd.

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Brighton, East Sussex BN3 7BD

info@buywise-uk.com

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