| Wrexham
Maelor Hospital
Wrexham Maelor Hospital has a busy 24 hour
Medical Record Library with quick and easy access needed to patient
records at all times. Rackline's challenge was to make the change
from an inappropriate over-filled system containing 2000 linear
metres of filing to a new system with the ability to store at least
60% more records within the same floor space.
To do this, Rackline needed to;
1. Manage an efficient file transfer
2. Manage patient records whilst they were away from
the main library
3. Have full knowledge of the filing system so that files could
be replaced correctly and efficiently in the new system with no
loss of continuity
4. Dismantle existing storage units
5. Install new system
6. Transfer files back into the new system
The Problems
• Patient records were packed so tightly onto the shelves
that easy storage and retrieval had become very difficult and they
were being constantly damaged.
• There was no longer any space left for new patient records
to be stored. Therefore approximately 167 linear metres of case
notes were stored on the floor in the aisles creating a huge health
and safety risk to staff and parties visiting it.
• Being a busy, 24 hour medical records library, quick and
easy access was required at all times.
• Some patient records were stored in a secondary storage
area some distance from the main library. Extra storage space in
the main library room was required to take these as it wasn't efficient
to have to send 2 staff members at a time to collect records from
the secondary storage area.
• The filing system was a Terminal Digit Indexing System creating
the need for there to be extra storage space throughout the filing
system as new patient records are created.
• The system had to conform to CASPE recommendations that
a picking area should have a height below 2130mm.
Rackline increased storage capacity by 112%
and retrieval time was vastly improved.
The Solution
By designing a slim, heavy duty shelf especially for this installation
Rackline created an 8 level high system whilst maintaining the top
picking level dictated by CASPE.
• In order that the Terminal Digit Indexing Filing System
worked properly, it was imperative that the shelves were provided
with full height dividers to create a 'pigeon hole' effect.
• A fast and efficient transfer had to be carried out for
constant and easy access to files throughout the installation. This
was conducted by Rackline's filing division - Filing Heaven.
• All the shelving was incorporated into Rackline's Multitrak
mobile system which together increased the storage capacity by 112%.
The Installation
• The installation took place in three phases and four phases
for the file transfer. Each phase was carried out over a two week
period, leaving the middle weekend free for the painting and decorating
of the area.
• In each phase Filing Heaven decanted the files, crated and
moved them to a storage area 150 metres away. Files that were on
the floor were amalgamated with the others in the correct order.
Constant access was needed to these files as all patient records
were still potentially in use whilst the new installation was undertaken.
• The old static shelving was dismantled, new track and floor
laid and the building painted.
• After completion of each phased installation of Multitrak
system, the files were transported back to the main library and
installed. Due to the nature of Terminal Digit Indexing the growth
of the records is in the middle of the system as opposed to the
growth being at one end. Filing Heaven took this into account and
allowed one file number within the bay to be allocated with one
pigeon hole. Growth was also allowed at each
bay overspill.
• After the completion of all phases, all pigeon holes were
indexed by Filing Heaven for easier retrieval.
• Even the operating instructions’ warning information
on each Multitrak bay were produced in both English and Welsh languages.
Result
• The installation was completed on time having necessitated
working only at weekends and during the night to allow optimum efficient
operation of the library during installation.
• Rackline created a storage capacity of 4,241.6 linear metres
- an increase of 112%.
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