Vision noteSpace

Vision noteSpace is a ground-breaking solution that enables the immediate removal, off-site storage and electronic management of Lloyd George (and other format) medical records from within the practice.

 

Provided by INPS Alliance Partner Niche Health, the service can improve the security of paper-based patient records and frees up space that practices can utilise to provide additional services. Vision noteSpace encompasses:

  • Initial records cataloguing and boxing at the practice
  • Secure tracked removal of the records to storage facility
  • Bar-coding and secure storage of records
  • Weekly scheduled delivery of requested records to the practice
  • Weekly collection of amended records from the practice
  • Electronic ‘Scan on Demand’ delivery service (e.g. medico legal reporting, urgent clinical review etc.)
  • Scheduled six monthly clear down of new records entering the practice
  • NoteSpace software to enable and manage all processe

 

The Benefits of Vision noteSpace

  • Provision of more healthcare services through reclaimed floor space
  • Enhanced security of hard copy medical records in line with Information Governance & CQC best practice requirements
  • Reduced administrative time & costs involved in the management and maintenance of Lloyd George records
  • Creation of improved working environment
  • Provision of space for GP Consortia personnel & business
  • Take another major step towards the ‘paperless’ office

 

Safety and Security

The paper Lloyd George records are stored in one of 15 storage facilities so records are stored near to the practice. Each of these storage facilities meets stringent security standards:

  • Adherence to ISO9001:2008 & ISO14001:2004, so Quality Management standards are monitored and adhered to at all times
  • Transportation of records is performed via fully tracked carrier service rather than a third party courier
  • Purpose built, self-contained buildings designed for document storage
  • 24 Hour Security
  • CCTV
  • Early smoke detection appliances
  • Full Fire & Flood Detection
  • Regular independent Quality Control auditing
  • Data Protection Act adherence
  • Meeting IG & CQC requirements

 

How it Works

  1. Initial removal and indexing: Niche Health staff visit the practice and box up 95% of the Lloyd George records. Each removed record is audited and a Read code is added to the patient’s record in Vision. The 5% of records retained by the practice equates roughly to new patient records added in the previous six months.
  2. Storage: The catalogued records are taken to the secure storage facility by a tracked Niche Health courier.
  3. Retrieval requests: The practice uses the Niche Health software to request the retrieval of the paper records, or for an electronic copy to be sent to the practice
  4. Scheduled delivery: The requested paper records are returned to the practice as part of a weekly delivery by Niche Health’s secure tracked courier.
  5. Onward processing:
    1. For deductions, Vision noteSpace can create a printout of all related patient documents plus a full patient report ready to be added to the Lloyd George envelope and sent to the health authority
    2. For Medico-legal requirements, Vision noteSpace has a one-click process to collate all required data including a scanned image of the Lloyd George record, a patient report and all associated patient documents. All data is fully encrypted and can be delivered to the requested third party on a CD or memory key.
    3. Change of address details are delivered to the practice in colour-coded holding envelopes to aid internal processing.
  6. Scheduled collection: What about the 5% of records that remain at the practice?  A scheduled six monthly collection process is followed throughout the contract period to ensure that the number of paper records at the practice does not build up.

 

Integration with Vision

Practice staff can request the physical records, or an electronic scanned copy, of the patient currently selected within Vision to be returned to the practice. At numerous stages of the record retrieval process, a Read code is added to the patient record in Vision so an audit trail is created that allows practice staff to see where the paper records are stored, and if there are retrieval requests currently in progress.

 

Service Levels

There are three levels of service for Vision noteSpace as detailed in the table below:

  Level 1 Level 2 Level 3
Initial on-site cataloguing and boxing of records No¹ No¹ Yes
Assisted cataloguing and boxing of records Yes Yes n/a
noteSpace software Yes Yes Yes
Secure tracked removal of boxes to storage Yes Yes Yes
Bar coding and secure storage of records Yes Yes Yes
Weekly scheduled delivery of requested notes No¹ Yes Yes
Weekly collection of amended records No¹ Yes Yes
Copy Notes Service - scan on demand facility No¹ No¹ Yes
Reporting – Solicitors requests No¹ No¹ Yes
Reporting – Deductions Yes Yes Yes
Scheduled six monthly collection of new records No¹ No¹ Yes
Services marked 'No¹' are available at cost on an ad-hoc basis.

 

 

Further Information 

Vision noteSpace pricing varies depending on the chosen service level and practice list size. For more information about Vision noteSpace please click here.