Safeguarding medical records is no joke for hundreds of thousands of medical workers across the United Kingdom. They must address privacy matters, electronic health records, and other issues. You must follow EU General Data Protection Regulation (GDPR) guidelines with utmost care. Of course, most healthcare workers know this and follow the rules well. But one thing is often overlooked or ignored: storing paper medical records correctly.
We’re talking about preserving medical records that are no longer needed or are out of date. Medical data for dead patients and information for patients who switch care providers. Keeping these documents safe and secure is ethical and legally essential. GDPR demands that all medical records be adequately safeguarded against:
- Fire
- Water Damage
- Theft
- Erroneous Destruction
- Theft
We’ve produced this brief Professional Office Guide for preserving paper medical records to assist our healthcare business friends. Continue reading!
1. Start by reviewing your current method of storing paper medical records
Depending on the size of your organisation and the number of years it has been in existence, this might be a short or complex procedure. Assume you’re a family physician who has been in practice for less than a year. Your storage requirements and procedures will differ from those of an MD who has been in practice for 25 years or more. To be sure, you’ll have fewer paper medical records. Furthermore, you won’t need a lot of space to keep them (at least not yet).
2. The Paper Medical Document Storage Basics
Paper medical records need to be stored in safe, reliable and secure facilities. At the same time, they need to be organised and easy to access at all times. That is the job of your medical records office staff. So, how should they go about this?
To begin with, paper medical records need to be stored in a clean and dust-free area. Mould and mildew can grow on them if they’re not stored in a clean environment. Mould and mildew are harmful to the lungs, eyes, and other body parts. The records need to be kept away from these elements.
3. Avoid Storing Medical Records in Clear Plastic Bins
You may have seen these in doctors’ offices and medical clinics. They’re made of clear plastic and are used to store paper records. While they seem like a good idea, please don’t use them for medical records storage. These clear bins are not compliant with GDPR. The good news is there are plenty of viable options. These include:
- File cabinets
- Safes
- Fire-resistant cabinets
- Vaults
You can keep your paper medical records in these containers for the foreseeable future. They’re more secure and compliant, so it’s a good step in the right direction.
4. Create an Accurate Filing System for Paper Medical Records
Using filing cabinets for your medical records is advisable. In other words, you want to organise them systematically. This makes them easier to find, read, update and file. Your filing system should be as accurate as possible. Inaccurate filing leads to inaccurate records, and that’s something you don’t want.
5. Consider Off-site Storage
This is a good option for many medical settings. Keeping your paper medical records in an off-site storage facility will protect them from damage, fire or flooding. You also won’t have to worry about them being stolen or lost in an evacuation.
The only downside to off-site storage is that it can be costly. You’ll have to pay a monthly or yearly rate to keep them in storage.
Conclusion
You can store paper medical records with confidence and peace of mind with the proper storage method. Make sure you don’t use clear plastic bins, though. Use these other storage methods instead. Also, regularly evaluate your storage method and storage locations. That way, you can stay in compliance and keep your medical records safe and secure.
If you need efficient cabinets and medical storage units, PP Healthcare Solutions is your source of safe storage solutions that can optimise your workplace and ensure that your medical records and equipment are secure. Check out our catalogues for access to a complete range of products, and contact us to learn more.