When two organizations combine, one challenge is to successfully merge the records of the two organizations into on coherent system. There are two approaches, 1) keep the files in two distinct locations in the records area (file room) or 2), interfile the two systems. Interfiling is more work to do but many consider it the more appropriate approach on the long run.

For example, suppose two medical practices merge and the physicians and records manager decides to interfile, that is, put patient files into one system sorted by patient’s last name. While both filing systems may now be sorted by last name, the labeling systems might be different. For example, one group may use 3 color-coded labels placed at the top of a side-tab labels and the other might use 2 color-coded labels at the bottom of the side-tab. Since the primary benefit of color-coding is consistency so colors match until there is a character change (e.g., you see a red “A” until the patient’s last name changes to “B”, yellow). You lose that benefit if color-codes alternate between top of the folder and bottom of the folder.

So one system must change to match the other, preferably before the move. Unless there is a good reason to do otherwise, convert the system with the fewer records to match the system with larger number of records. With any luck, there might be a computerized data base of the file names, (i.e., a billing system may have the necessary data). If so, most of the work is done. First, have a computerized label designed that matches the existing system. (TABQUIK labels can match virtually any current labeling approach). Even if you have heretofore wrapped individual color-coded labels and applied Avery or Dymo labels, you can get a single label design that matches any system you have created.

Next, simply give that list of records (patient files) to the label/folder manufacturer who can create conversion folders for you, pre-labeled ready to go. The earlier you do this, the better. If your merger is a few months off, when you have pre-labeled conversion folders ready to go, your staff can start the conversion process as they handle folders in the day to day business of the organization. Thus, a portion of your folders are easily converted before the move reducing the time and expense of a dedicated conversion team.

Next, your shelving /cabinet supplier can measure the two filing systems and determine the filing capacity needed in the new combined record storage area. More than likely more capacity will be needed. If you are lucky you can just add some shelves or cabinets. If you have already filled the available shelves with shelves, you can convert some of those shelves to TwinFile rotating cabinets (click here http://www.youtube.com/watch?v=xjhONcQAnZs), add sliding shelves in front of existing shelves/cabinets (SideTrac) or if things are really tight, add compacting mobile storage (placing existing shelves/cabinets on movable carriages and adding new shelves/cabinets). More than likely, you can get the filing capacity you need with more efficient filing systems. RefBPCH-0003

Once you have expanded the file space to accommodate the new files that will be added due to the merger, you need to disperse the existing files throughout the system. Your filing sales support person should be able to give you a map on a shelf –by-shelf basis of the patient last name(s) to ensure files are spread right. You need to leave space so the merged records will fit into the new filing area without moving records needlessly.

In the meantime, finish converting the existing files to the new file/labeling system. Use outsource resources (brought in for the job) if necessary. Your file consultant can often provide experienced personnel who have done this type of work for many other clients.

Have patient records moved by professionals who have moved records before, not just a furniture mover. You need to know with confidence that in an urgent situation, you can get to any record fast. People who move records as a business keep stuff organized and easily accessible. Don’t package records into boxes, simply have them put onto multi-level shelved file carts built to this purpose.
When the file carts get to the new location, they serve as portable storage while you do the conversion. You can either bring in a conversion team or do the in-filing with existing personnel (perhaps scheduling a “staff day” to do this. When carts are well organized and the filing system has pre-divided into proper sections, teams can work on different sections logically and without running into one another. In most cases, the inter filing can be done in a matter of a few hours.

Be sure to have one person doing quality assurance, double checking the files to be sure files are in the right order on the shelves.

Using this procedure will give you the greatest chance of smooth, successful merger integration.

It’s great to be average because the world is built for you. But if you or your employees are petite or extra big or tall, it is a challenge to get seating that works. How often have you seen legs dangling from the edge of the chair cutting off circulation? Or cushions on the back of the seat because the seat is too big? Or for the big & tall, chairs that fall apart because they are stressed beyond their design limits. And even when the chair is in the full upright position, knees still stick in the air.

There are three things you shouldn’t skimp on; 1) good shoes that fit, 2) a good quality bed, and 3) a work task chair that fits you.

Now there is a great solution, ergonomic task chair fit to the individual. Today you don’t have to settle for average. The solution is simple, get measured.

Considering how much time the typical office employee is seated, doesn’t it make sense to get a chair that fits the individual and contributes to productivity? Key measurements are leg length – upper and lower leg, and elbow-to-elbow and hip width. These numbers determine the optimum seat height, seat depth and width.

Learn more at http://www.sitmatic.com/pdfs/AboutFit.pdf.

Based on an individual’s measurements, Sitmatic custom configures a task chair that perfectly fits the person. Plus, a local representative will come to your site, do a quick ergonomic assessment of your work space, and measure you for a custom sized chair. Your big/tall & petite employees with thank you every day.

Not only with a good chair contribute to comfort and productivity, but it can also help avoid costly worker comp claims.

Running out of storage space? Consider a space efficient rotation cabinet to get 2 ½ to 3 times more in the same space.

If you are currently using 4-drawer or 5-drawer lateral cabinets (36” wide) and have about 1 foot available in front of the cabinet, double or triple the filing capacity in the same 36” (actually 36 ½”).

You get more capacity three ways.

1) Assuming you are using Pendeflex style folders with manila folders in the Pendeflex folder, you save two ways. First, you eliminate the cost of the Pendeflex folders when you convert to Color-‘Coded, side tab filing. Second, since 8 Pendeflex folders take up 1” of filing space, assuming you have about 16 Pendeflex folder per drawer, in a 5-drawer lateral cabinet, you have 75 to 80 Pendeflex folders in cabinet – that take 10 filing inches. Eliminate those Pendeflex folders and you avoid their cost and save filing inches.

2) Use side tab filing and you get “above-eye-level” filing. Lateral filing cabinets stop at 5 levels because you can’t see over the top of file drawer to see the file names. But when you label on the side, you can easily go 6, 7 or even 8 shelving levels up giving you effective use of otherwise wasted air space.

3) Using a rotating cabinet with side tab labeling is like putting 2 filing cabinets in the same space and then some by being able to use storage space above eye level. A two-sided cabinet like TwinFile gets you easy access to both sides of the cabinet combined with quick and simple cabinet locking security.

To see this cabinet in action, visit YouTube at http://www.youtube.com/watch?v=gu5P4W4pt8U

Installation Examples.

Tight Dentist Reception Area Patient Records

A dentist in San Jose had just over 36” available space and her traditional lateral file was overflowing. Since the doctor’s reception area was tight, she contacted us for assistance. We installed a single 7-level TwinFile, provided software to create side tab labeled folders, and in short order, the doctor’s office had more than enough storage for their practice in virtually the same space.

Law Office running out of client file space.

A San Jose law office retained our firm to solve their client file space limitation. About ½ their files were in shelves (but used traditional top tab filing) and the balance were in 5-drawer lateral files. We developed a new layout, replacing the lateral files with 4-side to side, and back-to-back TwinFile cabinets, helped the client convert to side tab filing by providing prelabeled side tab folders, and increased the file room’s capacity by 38%. And a side benefit was a complete record’s manager workstation (u-shaped) was able to fit into the room giving better file management organization and work space.

Law Office Remodel

A law firm in a downtown San Jose high rise was remodeling their office. A major challenge was to enable the firm to keep important client and administration files close at hand for the partners and yet keep the office well organized with uncluttered space. Next to the legal staff, there were alcoves, about 30” deep (initially planned for lateral cabinets). By installing banks of five TwinFiles (7 adjustable shelve), they were able to increase the storage capacity by 135% plus have some files configured for binders as well as files. The cabinets are normally kept closed unless files are being accessed. The legal staff area keeps it’s well groomed look all day long.

Business Office File Change

A local retail organization with multiple locations is moving to a new location and wants to take the opportunity to convert to more efficient side tab filing. All their current files are in lateral or vertical file drawers. However, the thought of doing the file conversion at the same time as the move is just too overwhelming.

We are recommending TwinFiles and Tambour Door Cabinets specially configured to help them get to their goal and yet make the move as painless as possible. TwinFiles will be used where there is at least 30” space from the wall. And Tambour Door Cabinets will be used where only traditional lateral files would fit.

The unique configuration is outfitting the bottom 5 filing levels with pull-out drawers (no face), using a removable side-to-side filing bar. The top two filing levels are shelves with file supports. As initially configured, movers can simply transfer existing files into like drawer in the TwinFiles and Tambour Door Cabinets. After the move and when things are settled, the client will convert top tab labeled folder with side tab folders (using TABQUIK, our color-coding labeling software). The drawers easily convert to side tab filing by simply removing the side-to-side bar and adding file supports. Thus the client gets more efficient storage, use of space above eye level, and can do it on their own schedule.

To see this drawer with the side-to-side file bar in a TwinFile, go to YouTube at http://www.youtube.com/watch?v=xjhONcQAnZs