FORMED IN 1998 TO PROVIDE TRULY PROFESSIONAL DOCUMENT STORAGE FOR GP PRACTICES

Our proven service specifically tailored for GP Practices ensures a seamless document management experience.

Our dedicated team specialises in providing storage and retrieval services tailored to the unique needs of doctors’ practices where client confidentiality is of the highest importance.

We can collect and store full paper Lloyd George envelopes alongside other archiving records.

Requests are assigned to a specific, fully-trained Client Service Advisor who has sole responsibility for retrieving your files, loading them onto our tracked vans and delivering them directly to your desk.

We can work in partnership with practice managers to tailor a solution to your specific archiving needs, whether its scheduled collections or ad hoc retrievals, our robust systems work to provide you with you an efficient solution.

Our proven systems are designed to protect the integrity and confidentiality of your records, offering a reliable and efficient solution to your archiving requirements.

Achieve the following benefits by working with Docusave:

PROFESSIONALISM & RELIABILITY

The benefits include:

  • Space optimisation: Offsite storage massively reduces physical storage requirements by eliminating the need for extensive filing cabinets and dedicated storage rooms.

  • Enhanced retrieval speed: Docusave’s document retrieval system enables quick and accurate document retrieval to either office or home environment, leading to improved client service and response times.

  • Regulatory compliance: All our services are GDPR Compliant, minimising legal and regulatory risks.

  • Operational efficiency: The streamlined archiving process reduces administrative burden, enabling staff members to focus on higher-value tasks and client service.

  • Cost savings: Moving your client files to offsite document storage reduces administrative overheads, and generates cost savings in storage space, supplies, and document management.

  • Online Client Portal: Our online portal centralises your records and enables multiple logins for authorised users. It will keep a record of retention dates and we are able to send notifications when boxes are nearing their destruction date, allowing you time to decide which documents can be securely destroyed and which need to be retained.

Please take a moment to look at our client testimonials and case studies below to see what you can expect from us.

BESPOKE SOLUTIONS

Our Document Storage Service for GP Practices offers…

  • Modern, purpose built document storage facilities

  • Tracked collections and deliveries, using only our own vehicles and fully trained staff

  • Secure storage with 24/7 monitored CCTV and security entry systems

  • Operate to the highest GDPR compliant standards

  • Easy desktop control through our online client portal, providing you with the ability to request a document at the touch of a button. Our system provides you with a full audit trail and proof of an unbroken chain of custody

  • Off-site storage experts who will help set up and run your records management protocols

  • Enhanced record keeping

  • Recorded delivery in as little as 2 hours from request received

  • Secure and reliable access to critical information

Case Study Benfleet Dental

Benfleet Dental Practice is large private practice based in Essex. They regularly deal with a large volume of physical patient records spread across several sites in the area.

Benfleet Dental Practice approached Docusave for help in managing their physical document storage and retrieval needs. We were able to implement a streamlined solution to enhance efficiency and accessibility. By adopting modern, specialised document management practices, the practice optimised document retrieval, reduced costs, and improved overall productivity.

As with all of our clients running medical practices, space is at a premium and as with most  surgeries, their archiving system relies heavily on traditional filing cabinets and onsite storage rooms. To compound the issue, the practice patient records were stored across several sites, all of which were undergoing refurbishment.

This lead to numerous challenges:

  1. Limited Accessibility: Locating and retrieving specific documents was time-consuming, requiring manual search and potential misplacement.
  2. Space Constraints: The growing document volume strained the already limited available storage space.
  3. Security Risks: Physical documents were susceptible to damage from environmental factors, theft, or unauthorised access.
  4. Inefficient Collaboration: Sharing and collaborating on physical documents across multiple locations posed logistical difficulties.

Docusave had the following objectives to achieve:

  1. Time Constraints: With both sites undergoing refurbishment, Docusave needed to act swiftly and efficiently.
  2. Optimal Space Utilisation: Maximise the utilisation of available space by eliminating unnecessary inhouse document storage.
  3. Enhanced Document Retrieval: Implement a system that enables quick and efficient retrieval of physical documents to multiple locations.
  4. Improved Security: Establish a secure and controlled environment to mitigate risks of loss, theft, or damage.
  5. Streamlined Collaboration: Enable access to physical documents to several sites across London.

With over 25 years experience specialising in physical document and retrieval solutions, we were able to implement the following steps:

  1. Open Account and Organise Collections: Our proven processes allowed for a new account to be set up and vehicles in place for file extraction within 48 hours.
  2. Categorisation and indexing: Docusave’s tried and tested storage system was implemented, alongside a centralised client portal to ensure accurate and efficient retrieval of documents accessible through authorised user accounts.
  3. Regular scheduled collections: Docusave scheduled regular and ad hoc collections to take away, store and manage archiving.
  4. Storage and Management: The documents were securely stored in Docusave’s modern, secure, purpose built storage facility.

The implementation of Docusave’s streamlined physical document storage solution yielded significant benefits for Benfleet Dental Practice including:

  1. Improved Document Retrieval: with access to their records in as little as 2 hours from request, the practice can now locate and retrieve documents faster than if they were still stored in their own offices, saving valuable time and reducing errors.
  2. Space Optimisation: By eliminating the need for physical storage rooms and virtually eliminating the reliance of onsite archiving, Benfleet maximised office space utilisation, reducing associated costs.
  3. Docusave’s purpose built facility offers robust security measures, safeguarding sensitive client information against unauthorised access, physical damage, or loss.

Client Testimonials

Thank you for looking after us so well. Since we made the changeover to you, our document storage and retrieval processes have run entirely smoothly – something we never achieved with any previous document storage company we have used. We all find your staff helpful, friendly and, of course, highly efficient and nothing seems to be too much trouble for them.

Julie
Partnership Secretary
Rawlinson & Hunter
Chartered Accountants

Rawlinson Hunter logo

BDO has used the services of Docusave Limited for a number of years now. They provide a very reliable and efficient service to us that can’t be faulted. We have been extremely impressed with the speed and accuracy of the filing and retrieval process and in its simplicity for us as clients. Docusave personnel demonstrate having a real commitment to customer service: always efficient, friendly, conscientious and punctual. No job is too small or too big.

Nigel Burbidge
Partner – BDO LLP
Specialist Advisors

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Our Unique Processes & Dedicated Staff Guarantee 100% accuracy.

To enable us to provide you with the most accurate and efficient service available, all retrieval and collection requests are assigned to a specific Client Service Advisor who has complete responsibility for the entire process, including retrieving the documents, delivering them to your desk, returning files back to your assigned shelf and finalising the paperwork process.

This fosters a much greater sense of responsibility than would otherwise be the case if your job was passed from person to person, and results in a superior client service. Any issues or concerns you have can this way be addressed at the time of delivery or collection, as the Client Service Advisor is responsible for all administrative aspects of your request.

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Documents Securely Stored