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Solutions Group
 

Today, organizations of every kind see a demand and a need to retain greater control over their information.  There are a number of reasons for this, but the principal concerns stem from tougher Federal/State compliance regulations, increased exposure to litigations and the increased incidence of investigations, as well as productivity issues. 

For many organizations, the truth is that their information is a mix of physical and digital documents that are scattered and disorganized, with managers and other employees often not knowing what they have and where items are located. At times, gaps in information exist that no one seems to be aware of, that is, until related problems arise. A company that discovers a weakness in its Information System because an associated problem has appeared is learning to manage  information the hard way, which is also the costly way.

Fortunately, for organizations seeking help and direction, there is a much better way with Medical Genesis new division, the Solutions Group.

The Solutions Group is a team of top notch Information Management experts, led by Vice President, General Manager Nicholas Thomas that combines it’s expertise with the capabilities of Medical Genesis to devise, for each of its clients, a complete, fully integrated information lifecycle program.  Once developed and implemented, the program includes a long-term strategy and roadmap that calls for ongoing monitoring and maintenance to ensure effectiveness. 

 



Program Development
 

The Solutions Group specializes in developing, for each client, an enterprise-wide, sustainable and compliant program uniquely matched to that organization’s needs. Leveraging the group’s collective expertise, the resources of Medical Genesis and the top standards/best practices of Information Management, the resulting information lifecycle solution is designed to proactively reduce risk, enhance governance, increase productivity and maintain compliance now and into the future. 

For client convenience, Solutions Group experts are on site at every Medical Genesis location, ready to assist clients and answer any questions or concerns. Every member of the team is adept at managing both structured and unstructured information assets, including physical and electronic documents, email and data archives

 



Methodology
 

In servicing clients and developing, for each of them, that complete and customized, end-to-end Information Management solution, the Solutions Group employs its own unique 6-Step Methodology, found nowhere else in the industry. Yielding proven, positive results time and again, this method is a combination of assessment, data collection/analysis, regulatory research, the development of best practices, retention scheduling and then implementation, training and monitoring.   

Step 1: Assessment & Roadmap—The Solutions Group assesses, through a full discovery audit, the current state of your information Management System. This includes a Gap Analysis to identify information gaps and other vulnerabilities. Based on these findings, the Solutions Group submits a proposal that includes a long-term strategy and roadmap for implementing a full information lifecycle solution. 

Timeline: Typically takes about 2 weeks, depending on client’s organization and information complexity.

Step 2: Data Collection—Includes conducting interviews and surveys and taking inventories. This critical phase requires client collaboration and commitment.

Timeline: Could take 1 to 6 months, depending on the size of the client organization.

Step 3: Regulatory Research— Depends on the client organization and its products/services.

Timeline: Domestic research for Federal and State Citations requires up to 1 month to complete; global research can take 3 to 6 months.

Step 4: Business Rules/Governance Package—During this phase, top standards and best business rules are developed for the information lifecycle. Policies can be numerous based on the scope of change involved.

Timeline: Development, review and approval takes 1 to 3 months.

Step 5: Enterprise Retention Schedule—Information is consolidated and codified into an Enterprise Retention Schedule. It lists such critical information as  Classification Standards, Media and Record Designation, Copy and Official Retention Period, Applicable Regulatory Citation and Records Custodians. Upon completion, tThe schedule is formatted for mapping to ECM Tables. A summary of the schedule is then published and local schedules are established and linked to the main schedule.

Step 6: Implementation, Training & Monitoring—With client approval, plans for Implementation and Training proceed. Once the program is in place, it is continually monitored, maintained and updated regarding policy and compliance.

Timeline: This can be a phased in, multi-year effort combining Day Forward and Back-file conversion efforts with Annual Audits. 

 



Records Compliance
 

Each industry has its unique set of Records Management challenges. Best practices dictate that you should stay compliant with state and federal regulations. Constantly changing rules and technologies require ongoing education and employee diligence. 

Whether your industry is subject to one or more of:

Non-compliance can result in severe fines and penalties.

Medical Genesis's Solutions Group, as your Records Compliance partner, draws on a staff of compliance experts who are familiar with the regulations in your industry and in your state. Working with you, we can develop a compliant Records Management program that provides resources for educating your staff as well as periodic audits to keep you ahead of the compliance curve. 

The Solutions Group’s no-cost compliance evaluation addresses all the issues facing your organization’s Records Management program, including:

Records Management System Development - Paper, digital, or paper to digital…we’ll help create a system that works for you

  • Records Retention - What you don’t keep can be as important as what you do.  Let us help you develop a records retention and document shredding schedule to improve the flow andefficiency of information storage and handling
  • Data Retention - Establishing a system to make archived records compliant
  • Training - Turn to the Solutions Group compliance experts as educational resources
  • Periodic Audits - Making sure the system works

 



 
 
 
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