With two, acute care academic hospital locations, a behavioral health program, a long-term care facility and multiple primary care practices, Truman Medical Centers (TMC) is among the leaders in inpatient and outpatient care in Kansas City. Steeped in Kansas City history, with roots that go back more than a century, TMC is an academic health center providing accessible, state-of-theart quality healthcare to the community regardless of the ability to pay.
Over the years, TMC had accumulated more than 50,000 records boxes that had become increasingly disorganized as well as cost prohibitive from a retention standpoint. Furthermore, with the healthcare industry’s transition to Electronic Medical Records, a large subset of these patient files could be converted to electronic format, eliminating the need for storage of the physical files.
The Recall Solution
The volume of stored physical files and rapidly changing healthcare environment presented a unique opportunity for Recall’s document management solutions, which includes scanning, records consolidation and secure destruction of nonessential patient files. In the fashion of a true partnership and by fully understanding the client’s requirements, TMC and Recall worked together to develop a creative solution that met TMC’s operational and budgetary requirements over the course of the long term relationship. It was in this ability to work together with TMC that Recall was able to differentiate itself from other options in the marketplace and solidify the foundation for a great relationship.
Thus, optimizing ongoing document archiving costs and potential liability for the organization by reducing the number of physical files in storage, immediate results were realized. In what Recall refers to as a “flip the lid” project, the Recall team was able to work with TMC to determine which files could be destroyed, as well as those that could be delivered in electronic format. Using Recall’s best practice records management software, ReQuest, end users at the hospital were established with accounts, which allows timely access to files across the organization.
Over the course of the project, approximately 1,000,000 patient records will be properly disposed through Recall’s secure shredding services, which is the equivalent of nearly 30,000 records boxes. This reduction in physical inventory results in more than $5,000 in storage savings per month.
The hospital staff is now able to quickly locate and retrieve any file in the ReQuest Web system via Recall’s Image on Demand system, thanks to a searchable database the has been customized to the organizations specific needs.
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