In any medical facility, administrators need to keep medical records safe at all times. Whether they are pertinent paperwork or digital copies, they must be stored as safely as possible, or they could be at risk of data breaches and online attacks.
However, as far as medical paperwork is concerned, going back to the basics is a far more vital consideration. This goes as simple as ensuring that these medical documents are safe and protected against the harsh outdoor elements. In fact, the HIPAA guidelines clearly state that they must be protected especially from theft, to prevent unauthorised access to the data.
If you want to know how you can protect and secure your patients’ paper medical records, here are five key steps to follow:
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Evaluate your storage needs
Before you start purchasing storage solutions, you must first evaluate the current management system of all your paper medical records. These don’t just include the storage units used themselves, but also the management approach and the storage practices of your medical facility.
Be sure to pay attention to the process, look into the areas that may require major improvements to achieve full compliance. After a thorough assessment, you can start with your robust implementation.
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Establish basic storage safety
To set your storage on the right footing, you must establish the basics required for the proper storage of your paper medical records. Beyond mere security and safety from prying eyes, these must also be protected from basic environmental hazards. These steps can go as simple as ensuring they’re stored away from sensitive areas that can affect its condition, such as near AC units, heaters, and water sources. These can even mean making sure they are kept in a temperature between 65 and 70° F at 55% relative humidity to ensure that the integrity of your documents remains crisp and dry.
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Set a retention timeline
It’s important to set a retention timeline for all your paper medical records. Retention schedules refer to how long certain medical records need to be retained based on applicable regulations. This means that you are allowed to keep them for a given time period before they are archived or completely eliminated.
While at it, be sure to develop policies and procedures in your medical facility to ensure this retention schedule is strictly followed. That way, medical records won’t be destroyed prematurely!
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Have a security system in place
Another serious concern is the security of all these medical records. These data must be kept private and confidential, where only the required medical staff and people in authority are allowed to have access to them. By preparing a robust security system to guard these files, you can assure your patients that their data is safe in your facility.
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Employ a contingency plan
It’s paramount to have a backup plan for your medical record storage in case of an emergency. In fact, large medical facilities should have a risk manager responsible for ensuring the protection of these records in their storage sites! Should there be an arising emergency, they will know how to proceed in keeping them secured.
Conclusion
At this point, you now know how to protect and secure the paper medical records in your facility. As difficult as it may sound, the good news is that there are storage solutions specialised for the healthcare sector! By looking for a reliable provider of medical storage units, you can ensure full compliance with the law while also securing your hospital from any losses and lawsuits.
Are you in need of secured storage for your paper medical records? PP Healthcare Solutions Ltd. has exactly what you need! We provide medical storage units in the UK for Ward and Departmental Stock Management in the healthcare industry. Connect with us and find the best product that suits your needs!
