Storing Patient Records in Less Space

electric lateral filing system for healthcare files & recordsFour-drawer file cabinets just aren’t cutting it anymore for many healthcare facilities and hospitals. This was also the case for a cardiology and internal medicine group that, among their quickly-growing success, found that their filing cabinets were quickly filling their office and taking up space. The healthcare group was able to easily solve their problem with an electric lateral filing system that stores patient medical records and charts in much less space and with more storage capacity than lateral filing cabinets. (See videos See videos) Available on Vizient GPO Contract #CE2900 (Vizient customers call for contract pricing. Click here to learn more about electric lateral file cabinets. 

One Electric Filing Cabinet = 16 Lateral File Cabinets

The medical practice now stores 5,000 to 6,000 active patient records in one 10-foot, 101-inch wide electric lateral filing system. The system only occupies 34 square feet of floor space—the equivalent storage capacity of 16 file cabinets. This has freed up more than 36% of valuable floor space used to see patients.

The electric lateral filing system has also afforded the practice with increased productivity levels, allowing users to access charts up to 400 times per day, including pulling or filing charts for patient visits, prescriptions, correspondence, questions, and other activities. Fitting these patient medical records and charts into such a small area allows them to be kept at the reception desk so employees can answer phones and talk to waiting patients instead of searching for files. The elimination of excess bending, reaching, and lifting has also contributed to make the file retrieving process more productive and reduces worker fatigue.

storing patient medical records & charts in automatic filing cabinetThe group keeps five years of active patient medical records, charts, and files in the system in pull-out top tab front-to-back metal trays. With each patient’s annual visit, a colored sticker is applied to the file. This makes it easy for staff to purge and shred the system annually of any files not used in the previous five years, which also helps them stay within records retention timelines and regulatory compliance.

The electric lateral filing system organizes files by dividing the alphabet into six groups and associating a file color to each. When a patient’s chart is required, the receptionist identifies the first letter of the patient’s first name, looks up the name in the unit’s index to identify the carrier level, and enters the number in the control unit. The file color on that carrier level is located and the tray is pulled out, allowing the files to be searched alphabetically until the chart is located. The process only takes seconds and allows staff to provide their patients with a swift response. The electric lateral filing system has delivered space savings, productivity, and efficiency the group needed for every day use.

Contact Us for Electric Lateral Filing Systems

Southwest Solutions Group® provides design and installation services for electric lateral filing systems that store patient medical records and charts in an ADA and HIPAA compliant manner for applications just like this one. We will also provide you with a free consultation to determine your exact storage needs and specifications before the design process begins. To learn more or to speak with a specialist, call us at 1-800-803-1083 or send us a message today.


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