Digitise the request, tracking, and return of medical records to eliminate lost notes, reduce retrieval times, and support the transition to paperless.
Despite EPR adoption, many trusts still maintain hybrid paper-digital records. Case notes are requested for clinics and never arrive, notes go missing between departments, and the records library cannot track what is checked out to whom. Lost or unavailable notes force clinic cancellations, delay discharge summaries, and create patient safety incidents.
Between 5% and 15% of outpatient appointments run without the full case notes because the request was not fulfilled in time or the notes were already checked out elsewhere.
The records library has no real-time visibility of where each set of case notes is located, relying on manual sign-out sheets that are rarely updated.
Documents returned to the library after clinic are not scanned promptly, creating a growing backlog that delays access to recent clinical correspondence.
Purpose-built capabilities — not generic templates you have to work around.
Clinics, wards, and departments request records through a digital form. Requests are prioritised by date needed and urgency, with live fulfilment tracking.
Each set of case notes has a barcode label. Scanning at check-out, transit, and check-in points provides real-time location tracking.
Configurable retrieval targets (e.g. 24-hour standard, 4-hour urgent) with countdown timers and escalation for at-risk requests.
Returned notes enter a scanning queue prioritised by clinical urgency. Scanned documents are indexed and linked to the patient's EPR record.
Track retrieval rates, SLA compliance, scanning backlog volumes, and lost-notes incidents by department and record type.
A clinic, ward, or department submits a records request specifying the patient, date needed, and urgency level.
The records library sees the request in a prioritised queue. Staff locate the notes, scan the barcode to check them out, and dispatch to the requestor.
Barcode scans at collection and delivery points update the location in real time. The requestor can see the notes are en route.
After clinic, notes are returned to the library, scanned back in, and any new documents enter the scanning workflow for digitisation.
Try these tools to assess and improve your operations.
Yes. SwiftCase manages the physical records workflow (request, track, scan, return) and links scanned documents back to the patient's EPR record. It does not replace the EPR.
Standard barcode scanners connected to any browser-based device. Most trusts use handheld Bluetooth scanners paired with tablets at key transit points.
Yes. The track-and-trace system supports multi-site tracking with inter-site transit statuses, so you always know which site the notes are at and whether they are in transit.
By digitising the scanning workflow with prioritisation and indexing, SwiftCase accelerates the transition from paper to digital. Retrieval analytics also help identify which record types should be prioritised for full EPR migration.
See how barcode tracking and digital requesting eliminate lost notes and ensure records are always where clinicians need them.
