9 Questions to Ask Before You Archive Patient Data


April 20th, 2020

Archiving records can be a cost-effective and compliant way to store information. Before you archive patient data, you should ask these questions.

archive patient data

Data archiving isn’t new, but it may not be something you’ve considered for patient records. It’s essential to have an easy way to access this information that’s both compliant and satisfies record retention mandates. Archiving presents a cost-effective and secure way to have a searchable database. However, not all archiving platforms are the same. It’s important to ask specific questions before you archive patient data.

Why Archive?

Choosing to archive patient data provides plenty of benefits. There are several reasons healthcare organizations opt to archive. The central reason is to store data without converting it to a new system. Just because you change your software doesn’t mean you have to bring all your data to the new party. You still must retain to meet requirements, but you can migrate it to an archiving system. With archiving, you don’t have to keep the legacy system running, saving you time and reducing risk.

Pharmacies and hospitals also use archiving to reduce the amount of data in their current pharmacy software or EHR. More data equates to slower applications. By moving stale data related to patients, you no longer service, frees up capacity, but still provides you with quick access.

What You Need to Ask Your Data Archiving Provider

archive patient data questions

As you compare offerings, it’s critical to ask specific questions to ensure you select a data archiving solution that fits your needs.

What are your encryption methods? Is data encrypted during transit and at rest?

Be sure that the company uses 256-bit encryption, and that data is secure no matter where it is.

Are you familiar with my source system?

EHRs and pharmacy software platforms are all unique! They use fields differently, and that matters. Be sure you understand the vendor’s experience level.

What file formats can the system handle?

You may have a variety of different types of records, including images. Make sure your provider can work with multiple file types.

Can you create reports?

Audits in healthcare are pervasive. Those often include providing documentation to show compliance. Archiving can offer a quick way to do so with print-ready audit reports.

Is it possible to have multiple locations?

Whether you’re a pharmacy chain or a large healthcare system, you need the functionality to include more than one location. Additionally, you’ll want to be able to set user permission levels for appropriate access.

Is the system web-based?

You’re going to want a web-based system that lives in the cloud instead of an on-site server. With a web-based solution, you can access securely from anywhere. On-site servers are less secure, expensive, and only available while in a location.

What are the on-going fees?

You’ll likely pay a lump sump to initiate the archival, which may be based on the volume of data. Post-archival, ask about on-going costs to understand the true cost of ownership.

Is it easy to search?

The point of archiving is to have a central, searchable hub. You should be able to search by different parameters, such as patient name, provider, and more. If searching is challenging, then the user experience will be negative, which could impact adoption.

How much training is necessary?

With any new application, you’ll expect a learning curve. The more simple and intuitive design, the better. New users should be able to learn how to use it in minutes, not hours.

Archive Patient Data Pain-Free with ViewMaster

If archiving patient data is on your list, you’ll find that ViewMaster is a tool that delivers all you need. It’s compliant, secure, and affordable. Search and filter with ease and ditch expensive legacy systems.

Experience ViewMaster today. Book a 15-minute demo to see how it works.   

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