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Objectives
The new hospital is being designed without any
paper medical record space available. The goal of
this team is to come up with options of where BAMC
can store current, past and future paper medical
record storage for the long term.
Plan
The following space options were identified by the
team and prioritized in the following order below.
Process
A multi-faceted team was formed to look at all
possible options to store medical records that would
ensure the records were safe and easily attainable.
The team consisted of the following:
• Tim Klein – Team Lead
• Jessica Johnson – Co-Team Champion
• Brian Gamelin – Co-Team Champion
• Pete Eisenzoph – IT
• Melanie Tiedt – Aurora (ABAMG)
• Shelly VanVooren – Aurora
• Thea Hicks – BAMC (ABAMG)
• Amy Kriedeman – HIM, Subject Matter Expert
• Heidi Fox – HIM, Subject Matter Expert
• Molly Martin – Outside Eyes
The team toured current spaces that currently store
medical records. There were seven areas that store
hospital records, eight BAMC clinic records areas,
and seven Aurora clinic records areas.
Medical Records Space
for the New Hospital
BAY AREA MEDICAL CENTER PERFORMANCE IMPROVEMENT 2016 • PAGE 22
Use University Drive Building:
There is a cost
to remodel and
an annual cost
for operational
expenses
Pros:
• We would have control of our own records
• One location to obtain records from
• One-time cost for building, shelving, security
• Permanent storage site for all other record
types
• Data connectivity already exists
Cons:
• Everything needs to be indexed
• Annual cost of maintenance
• We would have to manage multiple retention/
destruction policies (BAMC, ABAMG, AMG)
• Building unavailable for lease or sale
Continue to maintain records in current
hospital building:
There will be
some cost to
move shelving
and records and
security
maintenance
Pros:
• No initial moving costs
• Lower operational costs, unless leasing from
future owner
Cons:
• Would need a plan for records by 2019
• Short-term solution