Records are best collated in document specific sections and chronological order (with the most recent record appearing last - so any new records can be added later).
Blank and duplicate records should be removed to reduce future consideration time.
Use a standardised index. This makes it easy to navigate and spot missing records. Make your index as descriptive as possible and use date ranges that allow users to locate records quickly.
Double check each record relates to the right patient!
Make a note of any missing records during the collation process to save time/costs when analysing the records later.
Hole punching records can obscure vital data, so use a system that ensures this doesn't happen i.e. reduce the document size to allow a margin for hole punching.
Opt for digital page referencing of records rather than using outdated hand pagination, as hand pagination can result in obscured data and referencing errors. Using digital referencing reduces manual handling risks and gives you a neat and professional finish.
Use a unique page referencing system which means that page numbers aren't repeated and can be cross referenced in reports and documents.
To make your collated records easy to access, navigate and transfer, consider producing a consolidated digital booklet with links from the index, chronology and other prepared documents direct to the referenced record.
Use a professional collation service such as DMR Collation Ltd who do all of the above, and more, as part of their standard service.
Contact DMR Collation to find out more about how you can bill profit costs for the work undertaken by us on your personal injury, clinical negligence and abuse claims.