Case Study - Dr Gallagher's Surgery
High-Tech System Tracks Down Missing Records25/01/2000 15:00
Dr Morris Gallagher's practice has found a solution to the problem of missing medical records.
Losing Patients With It All
Our practice has found a high-tech solution to the problem of missing records and as a result we have cut the number of records that do go missing by 75 percent. We had got sick of losign track of records. For example, out of 18 patients I saw one morning, three sets of recrods were missing. It took 20 minutes of staff time to find these records. With a practice of 12,000 patients and 35 personnel, I estimated that missing records wasted eight hours of staff time a week. If lost records were a marker of poor organisation, we were not doing well.
In looking for a solution to the problem, we decided to re-organise our filing system at the same time. We had several requirements:
· To make better use of limited floor space
· Easy access enabling identification and retrieval of files
· To eliminate misfiles
· To be able to know where any file is at any given time
· A system that looks good and raises staff morale
· A system that could adapt to changing circumstances
· Minimum disruption to the practice during change-over
Back on Track
We introduced a computer-based file tracking system using technology similar to supermarkets.
The tracking system we chose from their software range uses file and location barcodes. The system involves using a datawand to swipe the barcode label and the site they are going to, for instance a GP's consulting room. This information is stored in the datawand until plugged into the system's datawell, which imports the information into the computer.
The file's current location - and previous locations - can then be found via the computer. we also replaced our carousels and shelving with a mobile metal storage system in the main reception area. This makes better use of space and is lockable.
"We have cut the number of missing records by 75%"
Existing A4 files were colour-indexed by affixing an end tab. the 12,000 end tabs were pre-labelled with the first three letters of the patient's surname - three colour bars corresponding to the first letters of the patient's name - and the patient's date of birth. the records thus create blocks of colour. Finding records by using colour bars is 40 percent faster than searching by letters and misfiled records stand out.
This work was done by all of the practice's staff over the easter weekend. We developed protocols to ensure all records are scanned, together with the site they are going to, before they leave the reception area. Missing records are located on the tracking software and found. As records can move around a lot, the datawand is placed in the datawell four times a day.
Practice Makes Perfect
The cost of changing our filing system was paid for from fundholding savings. If we had to pay for it ourselves we would probably only have bought the tracking software and the colour coding. We would have also have converted the records during working hours. this would have halved the capital costs. The file re-organisation and particularly the tracking software, reduced missing records to a quarter of what they had been and most of the located records could be retrieved when needed.
The Price Is Right
The result is we save at least 10 man hours of staff time every week - a saving of approximately £2,000 a year. The main difficulty in introducing tracking software was changing working practices. Initially, some staff complained about the discipline imposed by the system but they now accept the advantages of the system.
We believe this was an important long-term investment and money well spent. But it is still distressing when it tells me that missing records are in the boot of my partner's car - it's hard to change the habits of doctors!
News category: About Cave Tab, Physical Records Management, Specialist Sectors
Go back
