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Track medical charts using barcodes

Request medical charts from offsite storage using barcodes SMS and email

Track medical charts using bar codes with Traverse, a simple barcode tracking system

Medical Chart Tracking using Barcodes - a case study at "The Polyclinic"

The Polyclinic is a 100-year-old multi-site medical clinic serving the Seattle Washington area.

When the folks at The Polyclinic called regarding a barcode tracking system for their medical charts, they were not strangers to the concept. The Polyclinic has a full "IT" department and uses electronic medical records, but still have nearly one million paper charts stored in offsite warehousing. All of the charts were already barcoded, but the system they were using was replaced by a system that does not have the capability of using barcodes or tracking the current location of the charts.

About The Polyclinic

find medical charts using barcodes
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After our first conversation, it was obvious that Traverse was a perfect fit for The Polyclinic's needs, which had a few nuances that typically do not apply at single site implementations.

Traverse was designed to use barcodes to prevent typing errors. While Polyclinic does use the barcodes, one of the workflows requires users to find medical charts without the use of barcodes. This is because the charts are stored in offsite storage. Luckily, Traverse has powerful search capabilities.

The requirement was to allow a user to perform a lookup for a specific chart or charts and then to request delivery of the charts to a specific person at a specific location.

The new workflow at The Polyclinic is as follows:
  1. A person is notified to request chart(s) verbally or via email
  2. Locate the chart(s) in Traverse using Traverse's flexible search ability
  3. Select the chart(s) and perform a "Request" transaction in Traverse
  4. The "Request" transaction sends an SMS and or Email to the courier
  5. The chart is flagged as requested per the transaction
  6. Courier physically retrieves the chart(s) from the physical location
  7. Courier delivers them to the requested destination
  8. Charts are "Checked-Out" by scanning barcode to the destination / user

The biggest challenge at The Polyclinic was the number of charts and patients. Traverse is accommodating just about one million charts and the same number of patients at The Polyclinic. Looking up a chart by ID is sub-second, and searching by description using a partial name and date of birth takes only a few seconds.

Other items unique to The Polyclinic were assigning user / group permission via Active Directory, creating workflows for different groups, and importing data from several disparate systems.

One of the things we discovered while rolling Traverse into different medical offices is that many medical offices use Dymo printers for various labeling tasks.

Traverse can and does print barcode labels to Dymo printers, as well as Intermec, Zebra, SATO, Datamax, and others.

One of the major selling features of Traverse for this application is the ability to create custom notifications.

For example:

Given a library application in which all of the books are uniquely identified with barcodes and each patron of the library has a library card with their ID barcode on the card, when a patron checks a book out, Traverse can send an SMS or email or calendar entry to the patron with the return due date.

The Polyclinic was able to customize Traverse to look like a custom application built for them, including custom splash screen, The Polyclinic logo on the web pages and in the reports, notifications to the carriers, custom titles on pages and transactions, and omitting transactions from the screens that are not part of the workflow.

Since Traverse is capable of many concurrent users, and is browser based allowing access to anyone on the corporate network with proper active directory credentials and security clearance, the rollout was easy, even for more than 1,000 users.

Traverse has the ability to import and export data. Sometimes, most times, companies do not have their data formatted the way Traverse needs it for importing. We offer as part of the sale a onetime import of existing data so that you do not need to worry about it.

Call today to schedule a live demonstration as to how Traverse can help save you time and money using barcodes.


Try our Android app! You can use your android device to scan barcoded items using the built in camera, or use a Zebra TC52 Android Device to lookup items to find their current location, perform all Traverse transactions like check-in, check-out, move, etc. ← Traverse → ™ Android app   

Try our Microsoft app! You can run Traverse on any Windows 10 device. Use your MS Surface-Pro camara to scan barcodes.← Traverse → ™ Microsoft App   

Click this link to download Traverse today and start your free one month trial.

Introducing Traverse Barcode Medical Chart Tracker

Some of the information below can be perceived as technical. If some of it seems daunting, just call us and we will help you become comfortable with the system and what it can do for you. 201-728-8809 - we are here to help.

In the videos below you can see the power of our bar code medical chart locator system and the many ways you can find your items. But first a word on YouTube.

YouTube Video Resolution

If you view a video on YouTube and it seems blurry, the resolution may not be optimal.

Click the gear pictured in the red box and select a higher resolution.

Set the quality to the highest value on the list.

How to request charts to be received by physicians in different locations.

The system is browser based so it can be accessed anywhere from within your facility. All you need is a browser and a login. You can access it from your PC, Laptop, tablet, or phone.

You install it at your facility on your own hardware so it is available to you 24x7 and so that all of the data is private. It can only be accessed by those who can access your company network.

You can install it yourself with the aid of our installation guide and instructional video, or we can install it for you either in person or via a screen share session.

Click this link to download the Traverse installation guide V1.

You can install Traverse on Windows XP, Windows 7, Windows 8, Windows 10, Windows Server 2003, 2008, 2012, 2016, 2019, ...

Click this link to download the Traverse installation guide V2.

You can install Traverse 2.0 on Windows 10, Windows Server 2012 R2, Windows Server 2016, Windows Server 2019, ...

You can connect it to an existing SQL Server or use the Traverse installer to install SQL Express.

You can also use SSL (Secure Sockets Layer) for added security. If you have ever noticed when you go to your bank's web site the URL is HTTPS instead of HTTP, the "S" is for secure and uses SSL. When SSL is used, the data transmission between your browser and the Web Server is encrypted.

This is just another measure to ensure HIPAA 45 CFR 164.502(a)(1)(iii) compliance.

We are also sensitive to the average care facility's budget and have priced the software, training, and support in a very common sense manner.

Call us for a quote. 201-728-8809

Visit our YouTube channel for how to videos. We are constantly adding new content to help you become creative with Traverse.

← Traverse → ™ is a browser based tool that simplifies your ability to track anything that can be bar-coded. Our bar code tracking system is powerful, versatile, scalable and affordable.

Starting At $799.99 Please Call 201-728-8809 for pricing. Download Traverse today! or let us host it for you in the cloud.

Why Traverse? What's in the name?

We used to joke about how everything is a warehouse. You put stuff in, move it around, and then eventually move it out. Hospitals are warehouses, people come in, move from room to room and then leave. Schools are warehouses, kids come in, move from class to class and then go home, and you get the idea.

A medical chart tracking system is essentially the same, documents enter the system, traverse the office or facility until they end up in their resting destination for a time and then perhaps traverse the office again.

Having enjoyed Rock Climbing for a time, one of our warm up activities was to traverse the lower wall.

When talking about data structures, a common element is a tree and you could write an algorithm to traverse that tree. Traverse has been a word in my vernacular for quite a while and just seemed to fit as a one word description of our tracking system, it’s a name that is a verb, a call to action.

And we will traverse your office to find your documents.

Trav-erse [trav-ers], [truh-vurs]

  • to pass or move over, along, or through
  • to look over, examine, or consider carefully; review; survey.

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