The push to ensure HIPAA compliance at healthcare organizations has privacy and security rules emerging as a critical task for hospitals and medical centers. These regulations have prompted providers to ensure they are equipped with the most effective capabilities to protect the confidentiality, integrity and availability of health information.

As the largest provider of inpatient and outpatient services in the state of New Jersey, Hackensack University Medical Center (HUMC) began to look into ways to enhance the management of patient records while ensuring HIPAA compliance. After careful review it was evident that HUMC's current document management process restricted growth due to the lack of technology. After researching a number of options, HUMC recognized that a records storage provider with reliable tracking and retrieval processes, and highly scalable systems was the solution. That provider was Archive Systems.

With Archive Systems' off-site Records Center facility HUMC has access to a process complete with barcode tracking, system-driven workflows, and advanced records management systems. Archive Systems' services for HUMC entail records pick-up and delivery, filing, retrieval, re-filing, vital records maintenance, document destruction, and custom reporting. Archive Systems also physically relocated over 1.2 million patient records and migrated database records for over 75 departments at HUMC.

For emergency situations, HUMC was also interested in a solution that would deliver medical files as quickly as possible. Archive Systems' Scan-on-Demand service allows highly active documents to be delivered in a secure, electronic format for staff to view instantly. This provides an opportunity for HUMC to further improve patient care through immediate access to information. Destruction services also provide the medical center with secure shredding to ensure HIPAA compliancy.

With Archive Systems records management services, HUMC can quickly retrieve patient records with a highly scalable solution. The new policies and processes put have effectively streamlined HUMC's records management efforts while complying with HIPAA regulations.

Archive Systems' solution enables HUMC personnel to track the organization's entire hard copy inventory by the box or file. Requests for records can now be easily managed with Web-based access to hardcopy records and 24x7 customer service. The responsiveness of Archive Systems' services has resulted in a significant decrease in time spent by staff finding patient files. With new, easy-to-use capabilities that supply immediate access to information, HUMC employees can focus solely on providing the best patient care.

The technology provided by Archive Systems also compliments the technical support already in place at HUMC. By partnering with a Software-as-a-Service provider, the internal technical department has enhanced their technology resources.

"By partnering with Archive Systems, we now have a long-term partner for all our document management needs," stated the Director of Health Information Management at HUMC. “Not only does Archive Systems meet our needs today, providing centralized hard copy records storage for our critical documents and patient records, but they can also provide us with document imaging technology that will enhance our services in the future."