You are paying rent on filing cabinets.
Historical patient records have to be retained, and in most practices that means paying for square footage to store paper nobody can find quickly. Two related problems: the archive costs money to keep, and the data you actually run on has probably never been backed up anywhere but the building it lives in.
Scanning and storing historical records
We scan your old records and store them on digital media that you and your staff can search and retrieve at any time. What that changes, concretely:
- You stop paying for storage space that exists to hold paper
- Finding a record takes seconds rather than a walk to a cabinet
- Filing becomes a step in a workflow rather than a task somebody defers
- We can scan and archive on an ongoing daily basis, not just as a one-off clear-out
- Or we teach your staff to scan, archive and manage records in-house — that is a legitimate outcome and we will say so if it suits you better
Remote backup
Most practices put their livelihood on the line every night without noticing. Increasingly everything the business depends on lives on computers in one building, and a hardware failure, a software fault, a burst pipe or a theft takes the lot.
Our remote backup service adds redundancy by copying your data to an off-site location. Backups run automatically on the schedule you set, and on demand whenever you want one. Three problems have to be solved for off-site backup to actually work, and this is how each is handled:
- Time. Data is compressed before transfer, so the backup window does not run into the working day.
- Expense. It uses the internet connection you already pay for. The annual fee is small relative to what it protects.
- Security. Multiple layers of access encryption and validation triggers, rather than a copy sitting somewhere in plain form.
Backup is also a HIPAA obligation, not just prudence — off-site data backup and a disaster recovery plan are both part of the compliance work.
When was your last restore test? Not the last backup — the last time somebody confirmed that the backup could actually be restored. Practices with backups and practices with working backups are two different populations.