Electronic Document Management:
Whether your goal is to go paperless or convert just a portion of your documents, transitioning from paper to a Digital Document Management program is a complex process. Medical Genesis has converted, hosted and managed literally millions of documents. We can support your migration and manage the entire lifecycle of your critical documents – imaging, storage, viewing, processing and archiving. We recognize that implementing a strategic approach to Digital Document Management takes preparation, experience, and versatile Information Management Solutions that provides easy access, while offering secure archival and storage as well as the professional project management of your documents.
Medical Genesis has been a leading provider of Information Management Solutions for over 20 years, effectively blending both Digital Document Management and traditional paper storage, creating the unique Medical Genesis Blended Solution. Our expertise in Records Management, coupled with premiere Digital Document Management solutions, enables organizations to have a single window into their documents and records, whether paper or electronic, active or inactive. We have a systematic approach that creates a document storage, records retention and protection strategy that matches your requirements for archiving, accessing, securing, and managing your critical business data.
For all types of companies, the document management benefits of digital edm (electronic document management) are considerable. Medical Genesis, with its state-of-the-art equipment, services and best-in-the-industry prices. lifts digital document and records management to new levels of cost-effectiveness and control. Medical Genesis provides document scanning, digital document imaging , image enabling and an open source, hosting software system, the Online Record Center. By design, this management software program is a customizable content manager that accelerates document management workflow and delivers best workflow practices. By comparison to manual processes, it makes the jobs of AP, AR, HR and legal departments, among others, much more efficient. Every Medical Genesis customer receives free access from virtually any computer with a web browser to Medical Genesis's smart web portal application, eAccess. In addition to these digital products and services, Medical Genesis provides an entire range of management system solutions that include secure, offsite document storage, data protection and certified destruction.
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Records Management :
Medical Genesis's Document & Records Management is at the forefront of the Information and Records Management industry. We are famous for our end-to-end storage and cutting-edge Information Management Solutions, but it’s our brick-and-mortar services that function as the foundation for our business.
Secure Records Storage Centers
M edical Genesissafely stores and secures your sensitive information by maintaining state-of-the-art facilities, employing the latest software and remaining equipped with only the most cutting-edge technology. We have over 3 million square feet of storage space spread throughout several Records Management Centers located across the United States - each outfitted to serve as primary business centers capable of accommodating even the most demanding data storage requirements.
Medical Genesis Facilities feature:
- 24/7 security, utilizing CCTV and on-premises guards
- Comprehensive fire suppression systems
- Customized shelving to allow for the storage of all size boxes
- Comfortable, private access rooms for on-site viewing
- Spacious staging areas
- Full office amenities
Scanning and Document Management Technology
Since Medical Genesis's inception, barcode technology has been at the backbone of our information management strategy. Barcoding is the most important step in a record’s chain-of-custody. Our barcoding ensures that our customers have an accurate inventory and that we know the precise location of each and every record. Barcoding also helps ensure complete confidentiality and Records Compliance.
We start by assigning a unique, discrete barcode identification number to each shelf location within our Offsite Data Storage Centers. The same is done for every storage container and, in some cases, even specific documents, assuring 100% accurate tracking, monitoring and delivery. In order to facilitate this process, we equip all Medical Genesis Records Center personnel and Medical Genesis drivers with laser scanners, as well as portable printers for our drivers, allowing them to print scanner-validated receipts. Our trucks are outfitted with wireless radios to maintain contact with Medical Genesis's Dispatching Group. All deliveries and pickups are monitored in real time via Digital Dispatch, our proprietary, real-time fleet management and performance software. Our full-time, in-house IT Group - including Application Developers, Systems Engineers and Telecommunications Specialists – oversee all of our scanning and Document Management technology.
We also offer Medical Genesis's eAccess, our web-based inventory control and order request application, which places complete database capabilities, including online document imaging services and customized activity reports, instantly at our clients’ fingertips.
Customer Service
The client comes first at Medical Genesis. In order to meet your needs, live customer assistance is never more than a phone call away with our offsite data protection and Information Management Systems staff available 24 hours a day - year-round. Medical Genesis directs all queries, orders and transactions to your local Medical Genesis secure offsite Records Management Center. All archiving and retrievals are performed by fully-trained Medical Genesis personnel. Our drivers adhere to Medical Genesis's strict delivery and pick-up procedures and protocols.
We offer Next Day and Same Day Delivery services and are capable of expediting deliveries within two hours of your order. All deliveries and pickups are scanner-validated for 100% accuracy. And your local Medical Genesis's Account Executive and Client Service Manager are always ready to respond to inquiries.
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Secure Document Shredding:
An effective, efficient and compliant Records Management program requires an effective, efficient and compliant retention program. What you decide to destroy is as important as what you decide to keep. When documents are kept past their necessary life cycle, not only are unnecessary storage costs incurred, but the documents remain vulnerable to audits and subpoenas and if stored outside a secure records center, data theft. A consistent and reliable Document Shredding policy is critical to a business' strategy. Industries vary and the regulatory climate constantly changes, but no matter the requirements, Medical Genesis will ensure that your company’s documents are shredded to your specifications.
Our secure Document Shredding program provides shredding solutions to maintain information privacy and regulatory compliance with services such as:
- Complete security from pick-up to destruction with monitored vehicles; tracked via Digital Dispatch and manned by our uniformed security personnel
- Total chain of custody tracking with our advanced barcode technology & receipt printing
- Comprehensive control of your inventory with eAccess
- Free use of Medical Genesis secure storage containers; available in 100 & 200 pound capacity
Medical Genesis also supports an All-Shred policy, and is capable of destroying all forms of media, from paper to CDs and tapes. We encourage our clients to shred all materials containing sensitive information. This will help us to ensure that your company remains compliant on all information destruction regulations.
See our newsletter on Secure Shredding for more information about Medical Genesis's Secure shredding service and how it can benefit your company.
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Data Protection:
When disaster happens, Medical Genesis is the safe house for all your data.
Critical information is the lifeblood of every business and Medical Genesis has custom-built an extensive portfolio of integrated data protection and offsite backup services. From high security vaults to 24/7 disaster recovery support, we are dedicated to Information Management Solutions and the preservation of your sensitive data.
Our climate-controlled vaults are:
- Fire resistant & constructed to meet the benchmark of the American National Standards Institute and the National Fire Protection Association.
- Outfitted with heat & smoke detection as well as an FM-200 fire suppression system
- Equipped with an independent HVAC system, computer-monitored to maintain a temperature range between 65° and 68° & relative humidity between 35% and 45%
- Guarded by key pad entry, motion detectors & CCTV
- Strategically located to provide rapid Disaster Recovery services for primary business centers & major hot sites
GRM tracks your sensitive data with:
- Advanced Barcode Tracking technology
- Vault librarians & drivers equipped with laser scanners and portable printers to provide clients with scanner-validated delivery and pickup scan receipts
- Digital Dispatch, Medical Genesis's proprietary fleet management and performance software to monitor all on-time performance activity
- TMS & Distributed Systems tape management software
- Our full-time IT staff available to lend technical support
Customer Service & Transportation Assistance is available through:
- Medical Genesis data vaults, operating 24/7 for around-the-clock access to critical data
- Twenty-four hour live customer assistance
- Dependable deliveries & pickups, performed by Medical Genesis's customized fleet and fully-trained personnel
- Emergency deliveries to your office or hot site, with two-hour delivery possible at special request
- Medical Genesis's media library relocation services
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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 can be your Records Compliance partner. We have a staff of compliance experts who are familiar with the regulations in your industry and in your state. We’ll work with you to develop a compliant Records Management program. We’ll provide you with resources to help educate your staff. We’ll help you stay compliant with periodic audits.
Medical Genesis's no cost compliance evaluation will address all the issues facing your organization’s Records Management program, including:
- Records Management System Development - Paper, digital, or paper to digital…we’ll help you create a system that works for you
- Records Retention - What you don’t keep can be as important as what you do. We can help you develop a records retention and document shredding schedule
- Data Retention - Establishing a system to make archived records compliant
- Training - Turn to our compliant experts as educational resources
- Periodic Audits - Making sure the system works
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Inventory Management:
Medical Genesis has taken its Records Management expertise a step further with its complete Inventory Management.
With Medical Genesis, businesses of all sizes and categories have their Supply Chain optimized to save themselves time and money. From the moment merchandise arrives at port until the moment it reaches a consumer’s hands, Medical Genesis's Inventory Management is there at every step along the way.
Medical Genesis's services include Account Management, Customized Reports, a wide array of Storage Solutions, Transportation, Inventory Management, Fulfillment and Logistics.
Doing business with Medical Genesis's means all hour access. Take advantage of our unique reporting capabilities and 24/7 online inventory as well as our unique transportation opportunities. Have your items picked up or delivered next day, the same day, or in a 3 hour rush.
At Medical Genesis's, Inventory Management includes state-of-the-art barcode tracking with optional Digital Imaging as well as upto 45 database & cataloging description fields. Cataloging, Tracking, and Reporting of your inventory has never been easier or more precise.
Medical Genesis's Fulfillment services ensure that the correct quantity of products arrive at the correct place at the right time. Precise implementation of Fulfillment & Logistics results in smooth production and GAM is there to ensure production is never halted and profits are never stalled.
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