We have partnerships with healthcare suppliers and NHS General Practices. We understand the importance of adhering to standards and guidelines for patient record management. Healthcare organisations are facing increasing pressure on budgets and resources.

We offer a value added service designed to meet their needs. Below is a case study where we have developed a solution that met their statutory requirements whilst improving their business efficiency.

Client – A North Wales NHS Trust

Service(s) provided – Batch Scanning / A Controlled Progression to Electronic Document Management  (EDM)

The Problem

The NHS General Practice is required to retain 290 meters of shelving filled with confidential patient records (approx. 10 million sheets of paper). The upfront cost to digitise all these records would be £300,000. However, with the current squeeze on budgets this cost is prohibitive.

The Solution

The solution is to carry out controlled progression to EDM over a period of time. Following a period of competitive tendering the files were indexed and transferred to Topwood. The Trust committed a budget for scanning which will allow us to scan all the records over a 60 month period to reach the target of electronic patient records by 2018.

Currently patient records are available either electronically or as paper documents. If a patient’s record is recalled that has not yet been digitised, our staff pick the relevant file from our storage facility which is then scanned on demand. The records are then encrypted and made available to be downloaded from our secure server.

Client’s Response

“The project is on-going but we are delighted with the service to date. Topwood Ltd has shown 100% commitment and the trust managers are delighted that old archive rooms can be demolished as planned now that the patient records are safely off-site – but still accessible” – Head of Compliance.


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If you would like to find out more about our secure document scanning, shredding and storage solutions call 0800 781 1066 or request a call back using our call back form.

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