File Management Pros, LLC

Case Studies

Success stories of the X-ray File Services Program
The Situation:
A large metropolitan hospital network was in need of a partner to manage a file project. The Hospital was losing their current file room due to new construction and needed all file and filing cabinets moved to a new location on their campus. The files had to be moved during normal operating hours with no disruption to on-going departmental activities.

The FMP Solution:
FMP provided a solution that met all of the hospitals requirements and expectations. Experienced professionals performed the following tasks in ten working days:

• Removed all patient files from cabinets
• Disassembled the cabinets
• Reassembled the cabinets in the new location
• Re-filed all patient files on the reassembled cabinets

The hospital was able to meet all of their construction deadlines and experienced no interruptions to departmental activities during or after the file move project.

Success stories of the X-ray Storage and File Management Program
The Situation:
A large regional hospital had converted to PACS and was scheduled to move into a new building at year end. The hospital recognized the wisdom of using all of the floor space in the building for revenue generating/patient care services and not building a new file room.

The FMP Solution:
FMP was able to provide offsite storage and file management services for the hospital, which includes digital recalls of comparative examinations in minutes of the department's requests. The hospital was able to dedicate the space that a new file room would have taken to patient care activities and reallocate virtually all staff time previously dedicated to file management activities such as pulling files, re-filing and purging files to patient care.

A mid-sized rural hospital was converting to PACS and needed most of its current file room space for a new modality. However, the hospital wanted to keep the most recent two years of film on-site.

FMP was able to move all of the hospital's files older than two years and provide the offsite storage and file management including digital recalls of comparative examinations. The hospital accomplished its original objective and because they were so pleased with the service decided at a later date to have FMP move and manage all of the remaining film jackets.

Medical Records and Document Storage and Management Services
The Situation:
A large eastern regional hospital needed to move all of its Medical records from a leased auxiliary building to a new facility acquired by the Hospital. The move had to be accomplished quickly to avoid an extension on the lease and in a manner that protected the integrity of the current files.

The FMP Solution:
FMP provided the experienced resources that were able to move the files several miles to the new facility. Our team acquired and installed new file cabinets; disassembled, moved and reassembled many of the existing file cabinets while maintaining access to the files for the hospital staff. All of the activity was accomplished on schedule for the hospital.

Subsequent to the project the hospital requested FMP to complete a major file purge project as a result in changes to their state's records retention guidelines. FMP pulled and separated all Pediatric files to meet longer retention guidelines and purged all other files which resulted in a large reduction in the hospital's overall space requirements for Medical records. The purged records were destroyed in compliance with all FACTA and HIPAA requirements.