University Hospitals Birmingham

Managing patient records is a critical responsibility for every healthcare organisation. At University Hospitals Birmingham NHS Trust, rapid growth in patient data intensified the pressure on existing manual storage and retrieval methods. To ensure compliance, improve accuracy, and support expanding operational demands, the Trust sought a modern, automated solution to manage its records more efficiently.

The challenge

The Trust faced mounting difficulties in handling an ever-increasing volume of physical patient records. Manual file storage and retrieval processes were not only slow and labour-intensive, but they also lacked the necessary visibility and traceability required for compliance and auditing. Staff needed a secure, centralised system that could:

• Automate record handling
• Integrate seamlessly with existing hospital systems
• Provide full traceability and auditability
• Support higher volumes without surpassing capacity

Without modernisation, record management risked becoming a bottleneck to patient care workflows and regulatory compliance.

The solution

To transform records management, Inteq partnered with Industore to deliver a fully automated warehousing and tracking system. The deployment combined advanced software with high-density storage technology to create a scalable and intelligent records operation.

Key system components included:

• Inteq Warehousing Software (IWS) for intelligent record tracking and data integration
• Very Narrow Aisle (VNA) racking to maximise storage density and space usage
• Six Hänel Lean-Lifts to automate vertical storage with secure, quick retrieval
• Handheld terminals for real-time scanning, validation, and location management

The system streamlined the end-to-end process of inbound and outbound patient record management. Functionality included new box creation, relocation processing, and detailed performance and audit reporting — ensuring the Trust had complete system transparency at every stage.

The outcome

With the new automated system in place, University Hospitals Birmingham NHS Trust significantly enhanced its ability to control and access patient records. Key results included:

• Faster and more accurate record retrieval and storage
• Complete traceability and compliance assurance
• Improved storage capacity through high-density, automated systems
• Reduced manual handling and labour requirements
• Seamless integration with existing hospital systems

The Trust can now confidently manage growing record volumes, with staff benefiting from greater efficiency, reliability, and control.

Inteq’s fully automated patient records solution has empowered the Trust to future-proof its operations — ensuring patient information is handled securely, accurately, and at scale. If your healthcare organisation is facing similar challenges, contact Inteq to discover how automation can transform your records management capabilities.