HFEA select PCF Locator software to track Patient Files

The Human Fertilisation and Embryology Authority (HFEA) is a non-departmental Government body that regulates and inspects all UK clinics providing IVF, donor insemination or the storage of eggs, sperm or embryos.

All patient files are strictly confidential and the records must be kept indefinitely, resulting in a requirement for off-site storage. There is a regular requirement for the files to be returned to Head Office and without any software controlling the process it became a difficult process with files being misplaced and lost.

After analysing several products, The HFEA decided to install PCF!Locator software to manage the file tracking process for them. The software was installed at Head Office and also at the Storage site allowing full access from both locations. Now they have a streamlined system whereby files are:

• Immediately barcoded upon creation and entered into Locator
• Booked out to the appropriate Doctor
• Returned to storage when not required
• Booked to a location in storage
• Easily located when file is required for future

At the Storage site the Operators use a Portable Terminal for the picking process allowing them to pick multiple files at a time, before returning them to Head Office.

The whole process has now been streamlined and the HFEA report a significant reduction in missing files.