File Tracking Specifications—Integrates to Record Centers and Service Bureaus
Listed below are some of the key features. If you don’t see a feature that you need, use the Contact Us form as we are always looking for great ideas.
System Highlights
ASP Service
- Web-based solution means there is no technology to buy, hence no capital expenditure or on-site technical expertise required
- Software updates are done on the web server and are automatic. No end-user involvement required
- As a web-based solution, FileBound is inherently multi-user
- FileBound Data Center is in a world class facility. Click here for details
- Available as an in-house solution or combination of both
Parameter driven
- Custom index fields
- Text, Numeric, Date/Time and Terminal Digit field types
- Checklist Maintenance
- Simple checklist to manage mandatory file documents
- Advanced checklist feature assigns responsibilities and deadlines
- Custom Reason fields (reason for checking a file out)
- Example – Client Visit, File Update, Audit, Archive, Destruction, etc.
- User Maintenance
- System Administrator can set up Users with passwords
- Users automatically prompted to change password
- Group Maintenance
- Clients can designate Groups that link access security levels and system wide capabilities
- Vendor Maintenance
- Client can setup complete Vendor files for integration and interaction with their microfilming, scanning or record center vendor
HIPAA Compliant
- Tracks Patient Privacy Policy version as required
- Tracks routine and non-routine usage as required
- Tracks and generates reports of all file activity
- File notepad for patient "opt out" incidents
- Complete records management program
Comprehensive Report Generation
- Login Report, File Activity Report, File Inactive Report, File Destruction Report, Pending Request Report, File Inventory Report
- Compliance with regulatory agencies
- Administrators have the ability to generate reports on either user or file activity
- Be instantly up to date on status of all files
- Complete history tracking
Print Barcode labels
- FileBound is integrated with the industry leader, NetLabels.com. NetLabels.com prints labels for folders and documents to link the management of paper and digital-based records, providing maximum integrity for all of an organization’s information assets. By printing barcode labels for the folder and documents, records are ready for tracking and imaging using the reliability of barcodes to avoid the time, cost and errors associated with data entry
- Optional NetLabel Manager allows label printing to be directed and managed by an assigned operator. Printed labels are managed to allow for duplication checking and reprinting
Records Retention Schedule/Check List
- Client can enter a Destruction Date and pull a File Destruction Report
User status and information is displayed upon login
- The User gets a summary of all files that are checked out to them and the files they have requested. The detail information is displayed
Search capabilities
- The user can search on any field or multiple fields simultaneously with partial index values
- Complex searches such as "and/or" criteria
- Search results display all index values with current file status (checked out etc.)
- Search for Boxes/Containers or files in a Box/Container
Batch Functionality
- Batch Checkout/Transfer
- Used to move a large number of files to Record Center, Conversion Service Bureau or second location
- Used in a scenario when a user makes a file request and all requests are transacted through a central file room
- Batch Check-in
- This provides an operator with the ability to check in multiple files as a streamlined process
- Batch Request
- Designed for users at remote locations. They can optionally request hard copy, fax or digital (requires Image Request Manager module)
- Designed for use by the central file room or individual users to request multiple files with a single transaction from a Record Center, Conversion Service Bureau or second location
- Batch Print NetLabels
- Select Label Style then batch print color coded labels. Fully integrated.
New File Entry
- This function requires proper security access and allows the user to enter new file information for one or multiple files
- Importing of file information allows for new Clients to add their existing database in an automated process
- Optional Box entry
- Integration to NetLabels.com. Records added to the FileBound database can have corresponding labels printed for file folders and documents. Folder labels can be printed to include color-coding, barcodes, text, graphics or about any feature required and can be designed to maintain the look and function of an existing filing system
File Request
- A user can create a file request for a file that currently is not available
- Reserve files when you know you will need them. The user is notified via email when the file becomes available
File Location
- The system tracks the current location of any file whether it is in the file area, checked out to a user or has been archived to storage or another media type
- Eliminates time consuming manual searches
File Transfer
- File ownership can be transferred from one user to another
File Checkout
- A file can be checked out to any authorized registered user or location
File Check-in
- The check-in routine is as easy as two barcode reads: first read the file ID bar-code and then the check-in function bar-code
Administration
- Control data integrity and user access
- Manage Users, File Types and volumes
- Add/delete/edit files and other settings
- Ability to backup and restore system settings in automated fashion