As 2015 draws to a close, we’ve made huge strides in using technology to improve workflow processes and information management across all industries, particularly medical. 

Earlier this month, our staff attended the HIMAA NCCH conference in Sydney which considered ways in which the medical industry can use technology to improve data management and in turn patients care.  With a younger generation of medical practitioners, nursing staff and records managers using technology, the medical industry is going through a transformation that will see a strong push towards paperless records in the working environment. Greater automation of workflow processes in medical records management means less energy spent on paper recordings, filing and retrieving documents.  Plus improved accuracy of information and easy access by all medical practitioners involved in patient care. These are all positive benefits likely to bring about significant enhancements of the medical industry and most importantly care for consumers. The downside is the potential risk of databases being hacked and data loss or misuse.

Not surprisingly medical data is 10 times more valuable on the black market than financial information? Why?  Because it is provides a host of opportunities for illegal operations including; insurance fraud, blackmailing, accessing prescription drugs, and overseas intelligence or terrorist organisations. 

Kathrine Caulfield and her partner Paul began with a small stationery shop in the 1990s to capture an opportunity in the South Australian market with a new filing solution that ultimately gained the attention of TIMG.  Late last year, TIMG acquired Global Filing Solutions (GFS). Kathrine and the TIMG team now offer GFS products and services to all our clients throughout Australia.

GFS grew from humble beginning fulfilling the stationery supply needs of many small businesses in Adelaide.  Kathrine noticed that Doctors were using small index cards and drawers to record patient information.  This meant that only a limited amount of detail was recorded and additional documents had to be folded to fit.  Kathrine recognised a smarter way and introduced lateral shelving systems with vertical files to improve efficiencies in filing, saving both space and time for Records Managers. 

Cumbersome four drawer filing cabinets were replaced with sleek, easy moving Lateral Compactus systems.  Non-descript manilla folders became fun Alpha Numerical colour coded files with easy to understand coding labels proving a great hit.  Clients ranged from small accounting firms to large government departments in South Australia.

“We were one of the first companies to introduce the lateral filing system in South Australia.  Our clients loved it.  Especially, as we provided onsite support, helping them to set up new archiving systems and convert old systems.  As time went on and more clients were using less paper, we realised a new opportunity to help clients manage their electronic documents.  Combining our knowledge of archiving with TIMG’s expertise in off-site document storage and e-business, is a bonus for our clients and a competitive edge for us,” said Kathrine.

GFS commitment to customer service is in line with TIMG’s client-centric culture.  Kathrine and her team continually provide value-added benefits for clients, offering advice on indexing and classification to setting up rules and policy procedures, ensuring everything meets the Australian and International Standards for Records Management AS ISO 15489.

A regional hospital in Brisbane was able to turn around an inefficient and costly information management system with the help of TIMG. Our client came to us, after much frustration with their existing provider, who failed to deliver the service they promised.

Their struggles
The hospital experienced considerable delays in receiving files which was causing undue stress for staff and ultimately hindering the quality of care for patients.  Furthermore, they were charged for unnecessary cataloguing fees and double-handling.  No support was given for maintaining retention records, making culling a daunting task, resulting in a huge backlog and errors.

“We were consistently receiving poor customer service. The focus of the Storage Company was money. This was evident in all our dealings with them. There was no emphasis placed on customer needs and quality service provision. The Storage Company was working against us rather than with us.”

Our solution
A complete re-organisation of the hospital’s information system from “files in-boxes” to loose file storage.  All files were individually barcoded for easy tracking.  The process allowed for a thorough audit to determine those files to be retained or culled.  TIMG’s software allows for scanning of barcodes “on- the-fly” during pick up or delivery, by our staff, ensuring accuracy and complete security.   

TIMG Supports Health Records Professionals

TIMG has been working with the Health Records Management Industry to incorporate document management systems and technology to deliver faster recording and delivery of medical data. Many business sectors are moving towards paperless working environment; digital solutions could provide the medical sector with significant cost savings and minimise risks in patience care through improved management of data.

Late last month, TIMG attend the HIMAA NCCH Conference 2015 that promoted the theme of    “Diversify, Innovate, Transform”, to improve workplace processes and deliver better outcomes for patients and personnel.  The Conference reviewed advancements in digital technologies to create a paperless information management environment transforming workplaces, among other issues facing the industry.

TIMG understands that the time and cost involved in locating files, physically photocopying or scanning and then sending documents to the relevant hospitals is both inefficient and unsustainable. Health professionals need to access patients’ records immediately, especially in an emergency. 

$10,000 Raised for Prostate Cancer

Over $10,000 will have been raised through the sale of media tapes for the Prostate Cancer Foundation of Australia, by the end of 2015. TIMG is proud to have been part of the campaign to raise awareness and funds to support the Foundation.

Alarming statistics show that one in seven men risk getting prostate cancer by the age of 75 years.  The risk increases to one in five men by the age of 85, according to the Prostate Cancer Foundation of Australia.

Although research for a cure continues, many types of treatments are readily available. More concerning is the reluctance by men to discuss the issue and seek medical help.