Patient information
registration and the core patient file
Hospitals & Healthcare
Medical records archiving for hospitals, organized by patient and visit.
We digitize your medical records, link every document to the right patient and visit, and open each file only to the departments cleared to see it. When your project includes integration, documents link to your HIS.
Patient recordsELArchive / Patient recordsThe history.
The history.
The right access.
Admission and discharge forms
Medical reports
Consent forms
Confidentiality applied
Every view on recordBuilt around patient privacy
Access by role and confidentiality levelEvery view on recordArabic and English in one archive
ELArchive is a medical records archiving platform for hospitals. Every document is indexed to a patient file and a visit, sorted into six record categories, checked against its paper original, and restricted by user, group and department. When integration is in scope, IT-Blocks designs the link to your Hospital Information System (HIS) together with your HIS vendor.
The challenge
The patient is back after four years. The old file is in the basement.
Clinicians work with the history in front of them, and a file that can’t be found in time doesn’t help anyone. Meanwhile, every paper file in circulation is a privacy risk nobody can fully track.
Four years ago
Discharged, file sent to storage
Today
Illustrative patient journeyBack for a follow-up
Six categories that hold the whole medical record
Outpatient clinics
documents from clinic visits
Inpatient
documents from hospital stays
Lab and radiology
test results and radiology reports
Correspondence
letters linked to the case
Other
documents outside the five categories above
How a patient file is organized
One patient file, many visits, every document in its place.
Patient file
medical record number and identifying details.
Visit
visit ID, date and department.
Document
type, date, review status and where the paper original is kept.
Connected records
Patient identity comes from your HIS. The documents live in ELArchive.
Your HIS stays the source of truth for who the patient is and which visit a document belongs to. When integration is part of the project, we design the link layer with your HIS vendor:
Integration is scoped for each hospital and tested jointly with your HIS vendor. Developing your HIS itself sits outside the project.
- Identity source
HIS
supplies the patient and visit identity.
- Project-specific link
Integration layer
matches identifiers and links each document to its patient and visit.
- Document archive
ELArchive
makes the document reference available as the agreed design sets out.
Scoped and tested with your HIS vendor
Patient privacy, built into who can open what.
Who can open a patient file
- Users & groups
- Define who can open a patient file.
- Departments & branches
- Set which departments and branches each user or group can see.
- Document permissions
- Decide who can view, download, print or share each document.
- Sensitive records
- Use confidentiality levels to restrict access further.
Staff sign in with their existing Active Directory accounts.
Every action, on record
ViewEditBorrow
Every view, edit and borrow carries a name and a time, so your records team can answer privacy questions.
WhoWhatWhen
The paper original, located
Every paper original is coded by location, so it can be found when needed.
- Store
- Room
- Shelf
- Box
From paper to a patient record
Years of patient files, digitized and checked page by page.
Plan your backlog project →- 01
Receive and prepare
files are received, sorted, coded and prepared for scanning.
- 02
Scan and check
pages are captured and matched against the original.
- 03
Index and verify
each document is assigned to its patient and visit, and its data is reviewed.
Before acceptance
We check the scanned pages and the data linked to them.
Image review
- Clarity
- Page count
- Completeness
Data review
- The right patient
- The right category
- The right index fields
Every rejection records its reason, and the document goes back to scanning or indexing depending on the fault.
Tracking & reports
See where the archive stands at any point.
Illustrative report · sample data•••Reports / Medical archive
Last 7 days Document intake
Documents1,248
Folders186
Period7 days
Report overviewSample data
Document volumeReporting period
| Period | Documents | Folders |
|---|---|---|
| Day 1 | 164 | 24 |
| Day 2 | 208 | 31 |
| Day 3 | 176 | 26 |
Illustrative report · sample data•••Reports / Medical archive
Last 7 days File status
Files240
Complete186
Incomplete54
Report overviewSample data
CompleteIncomplete
| File reference | Department | Status |
|---|---|---|
| DEMO-001 | Outpatient | Complete |
| DEMO-002 | Inpatient | Incomplete |
| DEMO-003 | Laboratory | Complete |
Illustrative report · sample data•••Reports / Medical archive
Last 7 days User performance
Team members4
Documents1,248
Period7 days
Report overviewSample data
Archiving teamPerformance overview
| User | Documents | Folders |
|---|---|---|
| User 01 | 342 | 51 |
| User 02 | 218 | 32 |
| User 03 | 396 | 59 |
Illustrative report · sample data•••Reports / Medical archive
Last 7 days Operational reports
Departments4
Files240
Period7 days
Report overviewSample data
PeriodDepartmentUserStatus
| Department | Files | Complete |
|---|---|---|
| Outpatient | 86 | 72 |
| Inpatient | 74 | 58 |
| Laboratory | 48 | 36 |
Four views of your archive1 / 4
How a hospital archive project runs
- 01
Scope analysis
Classification, fields, permissions and integration.
- 02
System setup
Installation and setup of the environment and users.
- 03
Pilot run
A sample of files and agreed tests.
- 04
Acceptance and training
Results accepted, administrators and users trained.
- 05
Handover
Handover, go-live and the agreed support.
How you’ll know it works before you sign off
| What we test | How we verify it | What you sign off |
|---|---|---|
| Document linking | Patient, visit and document type matched across a test sample | Matching rules and exception cases |
| Archive quality | Page count and clarity checked against the original, indexing reviewed | Quality checklist |
| Search and retrieval | Sample documents retrieved by the agreed fields | Search scenarios and expected results |
| Permissions | Operations run against the role matrix | Permissions matrix |
| Integration (when included) | Integration scenarios and error handling run | Joint test record with your HIS vendor |
Cost & timeline
What does a hospital archive project cost, and how long does it take?
Volumes, duration, cost and support are set once the detailed scope is agreed. They depend on how many patient files you hold, how many document types you index, and whether HIS integration is included. The scoping call covers all of it, and you get a written plan, a timeline and a quote afterwards.
Written planTimelineQuote
Frequently asked questions
Can ELArchive digitize patient medical records?
Yes. We receive, scan, index and check patient files before they enter the archive, in the volumes agreed in your project scope.
How are medical records organized?
By patient file and visit, across six categories: patient information, outpatient clinics, inpatient, lab and radiology, correspondence, and other.
Does ELArchive integrate with our HIS?
It can, when integration is part of the project. We design the link layer with your HIS vendor and test it jointly before acceptance. Each integration is built for your HIS rather than plugged in off the shelf.
Will you make changes to our HIS?
No. HIS development sits outside the project scope.
Who can see a patient’s file?
Only users whose group, department, permissions and confidentiality level allow it.
Is access to patient files logged?
Yes. Every view, edit and borrow carries a name and a time.
Can we still find the paper original?
Yes. Every original is coded by store, room, shelf and box.
How is scanning quality checked?
Through two reviews: the image (clarity, page count, completeness) and the data (patient, category, index fields). Rejected documents go back with a recorded reason.
Which reports does ELArchive give us?
Document intake per period, file status, user performance and operational reports by department, user and file status.
What are the server requirements?
As a minimum guide, an application server and a database server, each with 32 GB of memory, 4 cores and a 500 GB system disk, on Windows Server 2019 or later, with SQL Server 2019 or later for the database. Document storage and backups are sized separately.
Do you train our staff?
Yes. Administrators and users are trained before handover.
Does ELArchive support Arabic medical documents?
Yes. Indexing and full-text search work in Arabic and English.
How long does a project take, and what does it cost?
Both are set once the detailed scope is agreed. You get a timeline and a quote after the scoping call.
Let’s start with your records
How many patient files are still on paper? Start with that number.
Share a rough count, and we'll build the scoping call around it.
Request preview
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Practical guides for your archive
Use these guides to plan digitization, improve retrieval and review record quality.