Medical Document Management

At Cleardata, we offer secure Medical Records Storage, Document Scanning, Medical Document Scanning & StorageDocument Management and Document Destruction services to private and public sector organisations throughout the UK and guarantee to handle your medical records  in accordance with the Data Protection Act.

Accredited to ISO27001 (Information Security) and ISO9001 (Quality Management), we work alongside your Document Controllers and Records Managers to ensure the complete safety and protection of your patient records and notes.

Cleardata has submitted a successful IG Toolkit return.  The IG Toolkit is an on-line system allowing NHS organisations and partners to assess themselves against Department of Health Information Governance policies and standards.

Medical Records Storage

Cleardata provides state of the art secure medical records storage, fully protected against theft, fire and flood.  The company already provides services to many NHS organisations, click here to read a recent case study for the West London Mental Health Trust.

Our facility is fitted out with a very early smoke detection alert system, biometric finger print entry, Redcare security and water detection alert system. Argon Gas protected storage is also available on request.

Documents are securely stored and maintained according to retention periods and at your request will be destroyed legally and securely. The company has an on-site shredding facility and can provide managed destruction dates and notifications for your records.

Medical Records Scanning

Our large scale scanning bureau is set up for high volume scanning and can cope with bulk requirements for digitising your medical notes and paperwork.

Using the latest Kodak scanning technology, we can scan documents to BSI’s Code of Practice PD0008 and all scanned documents are guaranteed to undergo 200% quality checking procedures.

With the ability to handle all sizes of paperwork (up to AO), patient and medical records, barcode labels and all types of small format documents can be scanned and output to a variety of digital formats. We also provide paperless handheld systems for ambulance trusts.

Cleardata regularly digitises sterile services unit records. Our scanners can cope with these record which can often be in the form of till roll style receipts and small format documents.  Our bureau can also digitise Medical Journals, scanning any size of Journal.

Online Document Management

When you work with Cleardata, no longer will you need to suffer mislaid or misfiled documents, nor will you have to spend hours looking for and re-filing documents.

Our online document management system (Cleardata DART) ensures a faster, more accurate storage and retrieval solution for all types of data and documentation.

A web enabled system, DART is a hosted service that offers the following benefits:

  • Secure electronic storage
  • Fast retrieval of documents
  • Easy online search facility
  • More physical storage space
  • Reduced Costs – no hardware or software investment
  • Better use of staff time – no longer will you need a whole department of staff to manage your records;
  • It’s user friendly and allows multiple authorised users
  • Documents can be easily shared in their original format
  • It’s affordable!

Call our friendly team today for more information or to arrange a demonstration.

Our Experience

Providing patient record scanning and archiving services for over thirty NHS Trusts, Primary Care Trusts, PCT and acute trusts, Cleardata is proud to have recently won a seven year contract with one of the largest mental health services within the UK (West London Mental Health NHS Trust (WLMHT) ).

Our experienced, professional team collect, index and securely archive over 300,000 patient records across 32 WLMHT clinics as well as provide a complete Scan on Demand solution – enhancing the speed and ease of retrieval of patient and health.

Vishal Chohan, Project Manager at the West London Mental Health Trust, said:

‘We selected Cleardata due to their impressive reputation in managing medical records storage and scanning services for NHS Trusts. We were delighted that they were able to integrate their service with our new document management system, as it allows us to securely request records much faster than we were able to do in the past”.

Click here to see the full case review.

The National Health Service (NHS) stores a large amount of active and inactive health records that require vast physical storage as well as multi faceted document retrieval and management.  The industry is looking to go paperless by 2018 and Cleardata is an approved, trusted supplier for the industry.  The company can help with medical records scanning, secure document storage and document management solutions.  Records commonly digitised and stored include:-

  • Patient Health Records
  • GP Medical Records
  • Medical Notes
  • PCT Records
  • Endoscopy Records
  • Sterile Services Unit Records
  • A&E, Birth and Theatre Registers
  • X-ray Records and Imaging
  • Microfiche and Microfilm
  • Immunisation Records
  • and much more!

Whilst paper does have an important part to play with regard to clinical and evidential values, the government has set a milestone to achieve a paperless NHS by 2018 – meaning that Hospital, PCT and GP records should be accessible at the push of a button.

If you would like to find out how Cleardata can help you, please contact our friendly team today to arrange a consultation. Contact Us