HealthSERVE Records Management utilizes a proprietary inventory tracking system to generate an accurate record inventory for each client. The inventory verifies initial receipt of the record, allowing us to track performance and be accountable to our clients. The inventory includes information such as:
- Requests for records
- Request priorities
- File/box location
- Delivery destination
- Destruction
- Permanent removal
Accurate Record Tracking
Automated record tracking using the initial record inventory as a basis allows HealthSERVE Records Management to determine the location and status of a record immediately, thus reducing the retrieval time. Additionally, invalid orders (orders for records already delivered to the requester) can be identified, and the client can be assisted in locating the record within the facility.
HealthSERVE Records Management has developed specialized software programs to identify misfiled records and duplicate records. We maintain a database of activity for tracking the entire history of a record's activity. Data is never discarded, allowing us to provide both global and specific performance history.
Reports for Management and Performance
Reports that can be used to oversee and manage a records management contract include:
- Inventory Report (monthly, quarterly) – This report can be generated by box number or individual file number for each department/division.
- Client Activity Report – This report indicates the status (fill rate) of each record request for each department/division, number of retrievals and re–files, etc.
- Final Retrieval Report – This is a listing of all records ordered, reason code (optional) and record status accompanying each delivery.
- Monthly Invoice – Detailed invoices show monthly activity, including items retrieved and re–filed, new items received, destruction of records and boxes purchased. This allows you to identify and track the amount and type of activity by department/division.
There is no charge for these reports.