Unifying Fragmented Patient Records for Real-Time, Compliant Access at the Point of Care

Industry: Healthcare

Region: North America

Business Driver: Establish a single source of truth for patient data across clinical, financial, and operational systems while meeting HIPAA retention, legal hold, and medical information release (ROI) requirements.

Overview

A large healthcare provider faced the challenge of managing patient information distributed across multiple archive systems. Clinical records, financial data, and back-office information existed in separate repositories, making it difficult to deliver a complete and consistent patient view to clinicians. While physicians relied on their existing EPIC electronic medical record (EMR) interface, the underlying patient information remained fragmented across enterprise systems, limiting access to a comprehensive patient history.

Beyond improving interoperability, the organization also needed to strengthen information governance. HIPAA compliance, retention management, legal holds, and medical information release (ROI) obligations had to be enforced consistently across both structured and unstructured healthcare data without impacting clinical workflows.

Challenges

• Multiple legacy archive systems needed to be consolidated into a single governed enterprise archive.
• Physicians required a unified patient view within their existing EPIC workflow rather than navigating multiple systems.
• Building a master patient record required addressing master data management (MDM) challenges and patient indexing across disparate systems.
• Clinicians and administrative teams required extended patient lookup capabilities spanning structured financial information and unstructured medical records.

Business Requirements

• Establish a single source of truth for patient information across clinical, financial, and operational systems.
• Provide a unified patient view directly within the existing EPIC interface.
• Support retention management, legal holds, and medical information release (ROI) processes.
• Maintain HIPAA compliance across structured and unstructured healthcare data.

Solution

The organization adopted Archon Data Store as its Single Enterprise Archive, consolidating multiple legacy archive systems into a centralized platform for clinical, financial, and operational information. By bringing structured and unstructured healthcare data together, the organization established a trusted foundation for enterprise-wide patient information management while reducing the complexity of maintaining multiple archives.

To support clinicians at the point of care, the organization leveraged Patient3Sixty to deliver a unified patient view within the existing EPIC interface. Built on top of Archon Data Store, Patient3Sixty surfaced patient information from disparate systems through a single physician-facing experience without disrupting established clinical workflows. The solution also addressed master patient record requirements by supporting patient indexing across systems and enabling extended patient lookup capabilities.

A streamlined data preparation approach ensured information was standardized before archiving, improving consistency across enterprise data while supporting long-term information management. Together, Archon Data Store and Patient3Sixty supported retention management, legal holds, medical information release (ROI), and HIPAA compliance within the same governed environment.

Business Outcomes

Transform fragmented healthcare data into a trusted enterprise asset.

Schedule a personalized demo to see how Archon Data Store and Patient3Sixty can unify patient information and simplify healthcare data management.