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The Beatson West of Scotland Cancer Centre Case Study

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The Challenge

With each patient record containing from just a few sheets of paper up to hundreds, including X-rays, the Beatson’s archive of 150,000 individual patient records had grown large and unwieldy. With reduced storage space in the new building, the health records department needed to find a document management provider who could handle the logistics of a large-scale migration, an off-site management process and a schedule of regular collections and deliveries – all backed by excellent customer service. The final requirement was that each and every record had to remain available throughout the migration period for scheduled treatments and clinics.

Fortunately, Restore could draw on their track record of working with other trusts within the NHS and came up with a package of options tailored to the Beatson’s particular needs, both before, during and after the migration.

The Restore Experience

From day one, access to any file at any time was there, in spite of the massive uplift and tracking of patient records from old building to new and then on to Restore’s secure off-site storage facility at Livingston. The Beatson had agreed that the best option was a full file entry document management process so that, straight away, staff at the centre and at Restore knew exactly which information was where. Complementing this, Restore collaborated with the Beatson in setting up a bespoke version of FileTrak, their online tracking system. Integrating seamlessly with NHS software, FileTrak gives authorised users the ability to arrange daily collections and retrievals, and to know exactly which files or documents are where, and when – all from the comfort of their own desks.

And last, but not least, Restore was able to adapt their collections service to suit the Beatson’s needs. A one-hour emergency document delivery? No problem. Nor is it any problem to retrieve large volumes of patient records and deliver them to the Beatson whenever they are needed for ongoing patient file audits.

During the course of the project, Restore lifted and organised 34,000 archive boxes, containing 288,000 patient records and X-rays. On an ongoing basis, there are almost 13,000 existing file movements per year, while 17,000 files are added to the storage facility in Livingston per annum.

“The transfer of thousands of patient records was carried out efficiently and effectively. We take comfort in knowing that our records are secure at all times and available whenever required,” says Suzanne Ginley, the Beatson’s Health Records Manager.

The Results

  • The six-month project fully indexed and barcoded all patient records that allow instant access and provide a full audit trail.
  • Communication, training and an efficient service have all paid off with the successful relocation of the Beatson’s archive to Restore’s
    Livingston facility.
  • “Having access to file and asset tracking software, FileTrak, has been really beneficial to us as many of the older case records were created
    and used in days prior to electronic tracking. As such we can now easily identify old case records and films, thereby enhancing patient care,” adds Suzanne.
  • The partners continue to work together, enabling clinicians and the medical teams to have timely access to the information they need for
    treatments and clinics.

Why I recommend Restore

"For their gold star service."
Suzanne Ginley, Health Records Manager,
Beatson West of Scotland Cancer Centre

Business Sector
Healthcare


Organisation
The Beatson West of Scotland Cancer Centre


About

This world-leading centre for cutting edge cancer treatment in Glasgow cares for 60% of the population in the West of Scotland. When the time came for the Beatson to move into their new location from older facilities at the Western Infirmary, the Greater Glasgow and Clyde NHS Trust decided it was also time to store all the cancer patient records securely off site. Here’s their story.


Client Feedback

Why I recommend Restore? "For their gold star service."
Suzanne Ginley, Health Records Manager,
Beatson West of Scotland Cancer Centre

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The transfer of thousands of patient records was carried out efficiently and effectively. We take comfort in knowing that our records are secure at all times and available whenever required.

Suzanne Ginley Health Records Manager Beatson West of Scotland Cancer Centre