How to Store Medical Records Securely

Medical records contain copious amounts of private, personal information. Due to the confidentiality of these documents, and since the implementation of General Data Protection Regulations (GDPR), it’s never been more important to ensure the secure storage, retention and destruction of these highly-important, sensitive documents.

As hospitals and GP surgeries continue to become overloaded with patient data, it becomes somewhat harder to manage the records that land in their systems, which often results in the misplacement of information. To avoid legal complications, many institutions choose to outsource the storing and destruction of sensitive documentation, giving them absolute peace of mind that records are being kept in line with GDPR.

However, there are some healthcare institutions that would prefer to risk storing these documents in-house as opposed to handing them over to an expert in the field. If this is something you would like to do, Cleardata Group is on hand to tell you exactly how you can safely retain and destroy the medical records you have.

 

Develop a document management strategy

With a high turnover of patients, an ageing population and an increased demand for healthcare services, it’s become increasingly more difficult to store and destroy documents in line with GDPR. If outsourcing these services isn’t an option for you, then it’s important that an effective management plan or strategy is devised in order to safely handle sensitive documents, such as medical records.

This plan should outline the importance of data and record management throughout the entire lifecycle of a particular document, from the storing of medical records to their ultimate destruction. As such, there are many parts to a document management strategy, and they should be outlined to ensure medical records are adhering to the law. Your document management plan should outline:

  • The way in which medical records are to be used
  • Who has access to the medical records and who has the potential to gain access to them
  • How the medical records are specifically kept
  • When the medical records are destroyed
  • How the medical records should be destroyed

Despite the fact that we’re living in a modern age where the majority of medical records in the UK are securely stored digitally to save time and physical space, it’s important that your document management strategy is suitable for the storing of both physical and digital documentation.

The development of a document management plan will help to ensure that the institution is following the rules and regulations set out by law. As such, everyone involved in the institution should be trained and fully-compliant in order to meet legal expectations.

If you’re looking to create your own company policy, it must detail the rules, set out by law, of document storage. It’s also paramount that all departments in the institution are aware of these rules and they should be expected to follow them absolutely. All departments should also be notified of the measures to take when:

  • Sensitive data is collected
  • Sensitive data is retained
  • Sensitive data is destroyed

 

Determine which documents need to be accessed quickly or more regularly

If you don’t need to get your hands on physical documents on a regular basis, then store them securely to save office and reception space. You should also make backup copies by scanning them in or inputting the information into digital software. To ensure that they’re fully complying with the law, the majority of healthcare institutions outsource these medical records to a professional document storage company, such as Cleardata Group. Specialist document storage facilities are able to:

  • Keep all documents protected through the use of fire retardant boxes, for example
  • Monitor the documents and the building they’re kept in with 24 hour surveillance and CCTV for your peace of mind

Should you opt to devise your own document storage plan, then it should be easily accessible and understood by all and include the following information:

  • Details of the medical document storage method
  • Whether the medical records are stored onsite or off site
  • Who has access to the documents

Storing data by other means can be risky, as memory sticks, discs and external hard drives can be lost, stolen or damaged. That’s why many healthcare institutions choose to have a professional store and retain documents digitally, without the need for such devices.

 

Maintain consistent classification of documents

All healthcare facilities must capture information correctly and inline with GDPR. The loss of medical records can be detrimental to healthcare institutions, especially in hospitals and GP surgeries where life and death situations arise everyday.

As such, many organisations take to backing up the information they have, ensuring that records, documents and personal details can be recovered as quickly as possible. Some of the information that could be lost as a result of improperly storing documents includes:

  • The patient’s name
  • The patient’s contact number
  • The patient’s address
  • The patient’s medical history
  • The patient’s current health condition
  • Any surgery or medical procedures a patient might have received

It doesn’t reflect positively on an institution if records are lost and cannot be retrieved. It could even put a patient in danger of a number of things, including being given the wrong medication or a dosage of medication that’s either too low or too high. It could also mean that letters containing sensitive information could be sent to the wrong address or a patient might not be able to be contacted at all.

To mitigate the potential dangers and risks, it’s imperative that information is backed up and stored securely, so you can rest assured that information can be pulled up whenever you need it, now matter what the circumstances are.

 

Ensure all departments adhere to GDPR rules and regulations

All departments within the organisation should be aware of the importance of safe document storage and retention. In order to keep all departments up to date with rules and procedures, they should be following a clear plan that’s easily understood by all. This plan should be able to tell employees:

  • The records that should be retained
  • The minimum time of retention
  • The entire review process
  • How documents or records should be destroyed
  • When documents or records should be destroyed
  • Who is responsible for certain records

Ensuring that every single member of staff is aware of the aforementioned information is highly beneficial as it will limit the chances of data being lost as well as improve the overall efficiency of the process and the productivity of departments.

 

Record all movement and activity surrounding the documentation being stored

Acquiring a substantial amount of information over the years, it’s important that medical institutions are recording, tracking and monitoring sensitive data throughout its lifecycle. There are a number of systems that can be accessed to help manage digital or electronic documentation.

These systems are specifically designed to record extensive information regarding the individual document, including who has access to the documents, for example. It also has the potential to record any changes that have been made to certain files, giving you the ability to track and monitor every single detail.

Where this method is effective, document management companies, such as Cleardata Group, are able to use bar-coding technology and systems that report all activity surrounding a specific document or record, something which would be even more beneficial when it comes to document storage and monitoring, particular in the healthcare sector.

 

Delete and destroy documents correctly

When documents, records and data files are no longer needed, it’s important that they’re destroyed properly, without leaving a trace behind. The company policy should be in line with GDPR so as to remain within the bounds of the law. As such, you should state all appropriate measures surrounding the destruction process as well as give the method of destruction.

Due to the legal complications that often come with destroying documents and data inline with GDPR, many organisations choose to outsource this particular task, leaving it in the hands of the experts. Appointing the help of a competent, legitimate document storage company is a great, cost-effective option that’ll allow you to carry out your job without having to worry about whether patient records are safe and backed up properly.

 

How outsourcing these services will benefit you

There are many ways in which a professional document management company can benefit your healthcare institution or organisation, including:

  • It gives you peace of mind that documents are stored, retained, monitored and destroyed inline with legal requirements
  • It gives you more time to focus on your own work as opposed to issues surrounding data retention and GDPR
  • Document management companies will be able to store, monitor and destroy documents for you, whenever you need it
  • The security and protection is significantly enhanced when you opt to use a document management company
  • You’ll be able to maximise your office or reception space and free-up some digital storage devices

 

Cleardata Group are here to help

Cleardata Group has a wide range of services that are specifically designed to store, manage and eventually destroy records, documentation and data. With an extensive number of accreditations, Cleardata Group can always be counted upon to deliver exceptional services when you need it most. Some of the trusted, effective services they’re proud to offer include:

 

For more information about how Cleardata Group can help you today, get in touch with a member of their friendly, knowledgeable team today or, if you’d prefer, you can get a quick quote online for your ultimate convenience.