The Challenge
HUMC struggled to manage and retrieve over a million patient records efficiently while ensuring compliance with HIPAA and state regulations.
The Solution
Access’ off-site record storage, digital file delivery service, and secure destruction
The Results
About Hackensack University Medical Center
Industry: Healthcare
Company Size: Enterprise 8,000+ employees
Location: New Jersey, United States
1,200,000 Patient & Database Records Migrated
Patient & Database Records Migrated
Departments
Not only does Access meet our needs today, providing centralized hard copy records storage for our critical documents and patient records, but they can also provide us with document imaging technology that will enhance our services in the future.Barbara Siegel, Director of Health Information Management at HUMC
As the largest provider of inpatient and outpatient services in New Jersey, Hackensack University Medical Center (HUMC) needed to streamline the management of patient records while achieving HIPAA compliance.
Physical records were difficult and time-consuming to locate. Digital records were spread across databases. As a result, HIPAA compliance was difficult to prove, and patient care was impacted by delayed access to information.
It was evident that HUMC’s current document management processes were holding back progress. That’s when they turned to Access for help.
To help streamline HUMC’s records management, Access implemented a comprehensive off-site storage solution supported by barcode tracking, workflow automation, and a centralized records management platform. Services include pickup and delivery, secure storage, refiling, document destruction, vital records handling, and custom reporting—all designed to reduce administrative burden and improve access.
As part of the transition, Access physically relocated more than 1.2 million patient records and migrated database records for over 75 departments.
To further support urgent care scenarios, staff can now request hard copy records from Access and view them as electronic files on their computer in under an hour. This immediate access helps improve response times and overall patient care.
“By partnering with Access, we now have a long-term partner for all our document management needs.” – Barbara Siegel, Director of Health Information Management at HUMC
With Access’s off-site hard copy storage solution and digital file delivery, HUMC now benefits from a scalable system that supports fast, reliable retrieval of patient records. The improved process has streamlined records management while ensuring full compliance with HIPAA and state regulations.
Staff can track inventory down to the file or box level and manage requests remotely through a secure, web-based portal—backed by 24/7 support. The result: significantly less time spent locating patient files and more time focused on delivering quality care.
By complementing existing IT infrastructure, Access’s technology has also helped extend the capabilities of HUMC’s internal technical team.
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