Healthcare network relocates active medical records and file storage
Healthcare network relocates active medical records to new offsite hospital campus file management location
A hospital within New England’s largest healthcare network was tasked with relocating their active medical records file room from their hospital campus to a new offsite file storage location in Boston, Massachusetts. To minimize patient interruption, the hospital required that the health and information management department schedule the entire move to take place over one weekend. The project involved moving approximately 125,000 individual medical records within a 36-hour period. More importantly, it was critical that all records remain in terminal-digit order and that they be organized on the new file storage shelving units just as they were stored at origin.
The Retrievex Management Team created a detailed project plan that ensured the move would be completed according to the client’s strict time commitments and file management requirements. Two extended shifts were scheduled with a total of eight project supervisors, six Retrievex drivers and 15 additional project team members. The crews worked together to load all of the medical records onto FileLine Transporter carts, label the carts according to terminal-digit range, load and transport the carts in Retrievex vehicles and safely place the records onto the newly-configured file storage shelving systems at the customer’s own offsite location.
Retrievex took all necessary measures to ensure safe transportation and relocation. Freight elevators were protected with pads, floors were covered for cart movement, and all 148 carts of medical records were wrapped with tinted stretch material to ensure the records remained intact and, of course, to protect patient confidentiality according to HIPAA standards.
Since the destination file room was accurately measured in advance of the move by Retrievex project management, the files were spaced out evenly throughout the available file storage shelving, providing the customer with ample space for future medical records volume growth.
The file management project was completed in 31 hours and the customer was up and running efficiently by Monday morning.
