Neurology Clinic of UCSF Medical Center Manages Client Charts with FileTrail’s Technology

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The neurology clinic of UCSF Medical Center implemented FileTrail to make its chart management simple and inexpensive.

The neurology clinic of University of California, San Francisco Medical Center (UCSF) is yet another clinic to save time and money tracking its clients’ charts by using FileTrail’s chart management solutions.

FileTrail, Inc. is a leading supplier of Enterprise Records and Information Management (ERIM) solutions software that helps clinics track and manage patient medical records.

The neurology clinic has about fifteen thousand charts for its neurology and epilepsy patients. As one of the top five hospitals in the United States in neurology and neurosurgery, the UCSF Medical Center has a responsibility to its patients to keep track of their charts. The fact that the medical center also has the largest brain tumor treatment program in the nation and is one of California’s largest cerebrovascular surgery programs makes the center’s management of clients’ charts all the more important.

Before using FileTrail’s file management solutions, the neurology clinic of the UCSF Medical Center used an inefficient and time-consuming technique for locating charts that entailed labeling all charts with the first three letters of the patient’s last name. Physicians were supposed to return patient charts to the file room after using them, but sometimes they forgot to do so. This resulted in missing charts and lost time from trying to recover them.

“It was a matter of e-mailing or calling around, and we would narrow it down and find the chart,” said Wes Watson, a staff member of the neurology clinic. “It might take a day or two to find a missing chart.”

In September, 2003, the neurology clinic of the UCSF Medical Center decided to simplify its chart management by using FileTrail’s technology.

“Our staff, including several of our neurosurgeons, sat through presentations of tracking software from our existing system vendors and several others companies we found on the internet,” said Watson. “We were most impressed with FileTrail because they have focused on chart tracking and have built in so many ways to save time and help locate charts.”

FileTrail’s color coding and bar coding solutions solved the neurology clinic’s problem of inefficiently labeling and tracking files. FileTrail’s color coding solution entails the automated printing of color codes, a bar code, and text on a single label. Each chart is bar coded with a different number and is entered into the database for simple and immediate tracking. By using FileTrail, all staff members at the neurology clinic are able to easily search, locate, and request the charts. Missing charts are no longer an issue at the neurology clinic because of FileTrail’s tracking.

FileTrail’s technology also helps the neurology clinic of the UCSF Medical Center by creating labels for results of Magnetic Resonance Imaging (MRI), a scanning technology which creates a visual picture of internal body structures.

FileTrail’s software is integrated into the clinic’s IDX system so that it can access patient and appointment information in order to create a list of charts that staff and physicians will need to pull for a given day. FileTrail’s MyCalendar screen organizes physicians’ work schedules according to the appointments that they have on a given day, ensuring that charts are always ready on time and that physicians know what to expect.

“Transitioning to FileTrail was a good move for the clinic,” Watson said. “The system is not only user-friendly and convenient, but gives everyone a more organized and effective way to handle files. FileTrail improved the efficiency of file handling by seventy-five to eighty percent. Now the staff and physicians are able to devote more of their time to the issues at hand.”

About FileTrail, Inc.

FileTrail, Inc. is headquartered in San Jose, California, and is a leading provider of Enterprise Records and Information Management (ERIM) software for tracking and managing records. It offers RFID, bar coding, and color coding systems to firms that need help with managing their files. Companies that use FileTrail’s technology are able to automate their records handling, automate their manual tasks, streamline their processes across the organization, and leverage existing ERP and mission system investments to eliminate data entry and replicate existing data standards. FileTrail’s technology allows companies to improve processing efficiency, reduce back office operating costs, enhance customer satisfaction, and improve staff member service. For more information on FileTrail, visit http://www.filetrail.com.

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Michelle Nabhan
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