National Hospital System Confronts Multiple Information Management Challenges.


A Long Island-based health system, one of the largest private employers in the metropolitan area with over 65,000 employees, had a series of information management challenges that required the expertise of a knowledgeable and well-equipped provider of physical and digital information management solutions.


From the physical record management side, this healthcare client needed a storage partner that could securely house their large inventory of medical records and collection of pathological assets.

They were also having difficulties in quickly retrieving medical information and coordinating pick-ups of new records and pathological material given the lack of quality customer service from their previous vendor. Moreover, they sought an information management provider that could scan and convert their records into digital format as well as store scanned and disparate digital information within the same online repository.


GRM was able to construct a comprehensive information management solution that would address all of this client’s extensive needs. The first step in implementing this solution began with transferring the stored medical inventory from their previous vendor to GRM’s state-of-the-art storage facilities. As soon as their assets entered our facilities, our staff affixed unique barcodes, produced by our PrecisionPlus Tracking System, on each box of records and set of pathological slides and blocks. Afterwards, we proceeded to archive these assets in our storage centers, which are equipped with the latest fire suppression and security systems on the market. For the archiving of their pathological material, we placed their assets in our climate-controlled storage rooms.

Hospital document management and scanning

After finalizing the storage of their physical medical assets, we began to digitally convert their hardcopy medical charts. We gradually retrieved their desired charts from our storage facility and our imaging team started to convert these charts from our modern scanning center. Once each digitized record was checked for quality assurance and cleared for electronic delivery, we uploaded the scanned material to our cloud-based, Online Record Center and provided them with unique credentials to securely access their files. The final aspect of this solution involved taking the data stored in their disparate, legacy EMR systems and providing a comprehensive view of this information through a single user interface. Our Vendor Neutral Archive solution and its compatibility with existing legacy EMR systems made the installation fast and simple.


With this comprehensive solution in place, they experienced a wide range of benefits ranging from being able to allocate labor resources in a more productive manner to increasing both the accessibility of medical and administrative information. From the physical record management side, we provided them with secure storage of their standard medical records and pathological blocks and slides in our modern, climate-controlled facilities.

With our in-house scanning services, they were able to offload this time-consuming manual task to us and ensure their patient medical charts are scanned in a timely and accurate manner. Lastly we provided this healthcare organization with end-to-end, encrypted digital storage of their scanned records on our cloud-hosted document repository. Now electronic patient charts can be easily leveraged across their organization by authorized users.

Additionally, by implementing both our digital repository and Vendor Neutral Archive solution, this healthcare organization was able discontinue supporting existing legacy EMR systems given that now they could locate and access EMR information through a single user interface. Consequently, they saved significant IT expenses, ongoing maintenance costs and increased the accessibility of patient chart information.



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