Case Study
Recordsforce Cloud
Details
Industry: Healthcare
A busy multi-physician medical office needed to modernize its approach to patient record storage and access. With over a decade of accumulated paper records, staff were overwhelmed with filing, retrieving, and securely storing sensitive medical information. They turned to Recordsforce for a solution that would reduce administrative burden, enhance security, and improve access to critical documents across departments.
Analyzing The Problem
The medical office was facing multiple challenges:
- Space limitations due to thousands of patient files stored in filing cabinets
- Delayed access to records, especially during peak hours or when records were offsite
- Compliance risks with HIPAA due to inconsistent security protocols for physical files
- No centralized system for tracking document versioning, user access, or audit trails
This led to inefficiencies, higher operational costs, and potential security vulnerabilities.
Creating A Customized Solution
Recordsforce designed a tailored solution centered around the Recordsforce Cloud, a secure document management system built to meet the strict demands of healthcare compliance.
Key elements included:
- Digitization of all existing paper records using high-speed scanning and OCR indexing
- Automated document routing for new patient records, lab results, and referral forms
- Custom folder structures to match the office’s workflow
- Role-based user access with audit trails and two-factor authentication to ensure security
The Recordsforce Cloud also provided real-time collaboration tools, so authorized staff could annotate, flag, or update records without duplicating documents.
Instant Results
After implementation, the medical office saw immediate benefits:
- Access time reduced from minutes to seconds with digital search and retrieval
- Zero lost files due to centralized cloud storage with backup and recovery features
- HIPAA compliance confidently maintained, with encryption, secure sharing links, and detailed audit logs
- Improved patient care coordination, as doctors, billing staff, and nurses could access the same file simultaneously from different locations
Recordsforce Cloud not only gave this medical office back its time and space, it delivered peace of mind through secure, compliant, and intelligent document management.