How to Choose the Right Mobile Chart Rack for Your Patient Records

First Products offers end-to-end charting solutions with a personal touch, giving you the freedom to find all your charting needs from one vendor.

There’s more to buying Mobile Charting Rack Systems than meets the eye. Having worked in the industry for 16 years, First Products Traditional Charting Specialist, Dan Mothersbaugh offers his five tips on choosing the right mobile chart rack for your healthcare setting, based on his experience working closely with healthcare buyers, nursing directors, and others influencing a hospital or health clinic's charting requirements. Use the tips to create a clear vision and a plan. Let’s get started.

To get started, does your storage system need to be mobile or stationary? Some files may be stored in a stationary location for archiving outside of the day-to-day operations. Other storage racks require tracking with the nurse or clinician from room to room or from floor to floor. 

Understanding usage informs content requirements for the solution. What will be stored in the chart rack? For instance, binders, paper folders, a combination of both, or general supplies?

Here are some other questions to help clarify the need:

• Storing binders in a rack charting system: How many binders will be stored?
  
  TIP: Measure the binder spines to determine how many will need to fit in the complete rack or on each shelf.
• Storing folders in a rack charting system: How many chart folders will be stored?
  
  TIP: Measure the average thickness of a folder, and then determine how many you need to fit on the rack.

These details help determine the capacity needed for the rack system. From there, you can calculate how many binders or folders will need to fit per shelf and, in turn, how many shelves are required. Chart racks are available in small, medium, and large sizes to accommodate any chart configuration and even provide storage for additional items.  

The Health Insurance Portability and Accountability Act (HIPAA), established in 1996, protects patient health information (PHI). Hospitals and clinics make every effort to safeguard both electronic records and traditional patient records. This includes charts that need to be stored in locked cabinets or locking chart racks.

Buyers must understand where the mobile racks will be moved or if they will be left unattended when in use. Also, if the racks or any portion of the rack needs to be locked to meet HIPPA compliance.

Aesthetics often play a crucial role in selecting a mobile chart rack, influenced by its intended location. First Product’s Mov-it Elite Chart Rack: Standard, along with the Mov-it Elite Chart Rack: Series I, Series II, and Series III, are offered in Classic Oak or Linen finishes to enhance any décor.

The size of the chart rack, including its height and width, is crucial in facilities with narrow hallways, doorways, compact patient rooms, nursing stations, and elevators. Additionally, the clearance between shelves is also a key consideration, particularly when storing binders as opposed to paper folder charts. Storage for binders typically needs increased shelf to shelf clearance in order to effectively store chart binders standing straight up and down.

Understanding the spatial dimensions within the workflow aids in making more informed decisions and reduces user frustration as staff maneuver the rack systems.

First Product shines by offering customers a consultative approach to help them get the most out of the rack system and ensure it has the perfect fit for every situation.

Other factors to consider beyond size and capacity:

• How could a configurable rack system benefit your future needs?

  As traditional charting systems evolve, it's crucial to partner with a manufacturer that provides products tailored to your current requirements and adaptable enough to accommodate future needs.

  For instance, you may want to consider using extra wire dividers to manage smaller binders or multiple file types. Knowing your options expands your choices.

• Does it need accessories to Increase functionality?
  Accessories like wheel bumpers are a nice addition to racks, preventing damage to walls or other medical equipment in the workflow. Or incorporating a top work surface for routine charting tasks.

• What other charting supplies are needed?
  When purchasing mobile rack systems, consider the other charting supplies you need. At First Products, we offer one of the broadest lines of traditional charting and storage solutions available. You can establish live support throughout the entire research and buying process. And receive your full line of supplies from a single vendor.

• What about moving from traditional charting to EHRs?
  Most organizations will likely maintain some ghost filing systems as backups during their transition to electronic health records (EHRs). Configurable mobile rack systems help make the transition easier and allow for configuration adjustments as filing needs increase or decrease.

Let’s Work Together to Create Systems That Work For You.

With U.S.-based manufacturing, First Products can customize chart racks and accessory add-ons to meet future needs. Customers may want to add accessories to hold PPE or a holder for a scanner to meet changing workflows. 

“We believe in going beyond expectations. We recognize every customer's purchase is important, and we give each one the time and attention they need for a positive buying experience.”

Dan looks at it as being on the same team as his customers, establishing a level of trust that not only makes their lives easier but also ensures the right solution is delivered at the right time.

“With a clear understanding upfront of our client’s needs and concerns, we can strategize with them to help solve their problems, and, I like to believe, help build confidence with their purchase decision-making.”

Contact us today to get started!

Email Dan Mothersbaugh at dmothersbaugh@firstproducts.com.