Tackling the access request challenge
Managing access requests is an increasing challenge for NHS Trusts. With over 3,000 requests annually on average, teams are often stretched thin, spending anywhere from a few hours to 21 days to process a single request. This labour-intensive process typically involves accessing data from multiple systems – an average of seven systems, and in some Trusts, as many as 20 – while juggling both digital and paper records.
This is a significant drain on resources. And access request teams are dedicating multiple full-time staff members just to keep up. There’s also the looming risk of breaching the one-month deadline to respond – exposing Trusts to compliance risks, ICO sanctions, and reputational damage. Manual tasks like printing, redacting records, and chasing approvals from multiple reviewers only exacerbate delays, leaving little to no time for teams to focus on higher-value tasks.
Access Request Manager (ARM), a new addition to MediViewer, is designed to address these challenges head on. Developed in collaboration with health record and access request teams, ARM automates workflows, centralises data access, simplifies the review process, and generates a shareable output to complete the request – all while tracking progress on an intuitive visual dashboard. ARM empowers Trusts to process requests faster, maintain compliance, and alleviate skilled staff to focus on vital hospital work, rather than paperwork
See the tool in action
Discover how ARM integrates seamlessly with MediViewer to optimise your access request process.
Book a personalised demo today to see ARM in action. Our team will guide you through its features, key benefits, and how it can support your Trust's digital transformation. Take the first step toward a faster, more efficient access request process.
Streamline, automate and manage compliance.
Key features of Access Request Manager
Designed specifically for the NHS, ARM empowers access request teams, including subject access request (SAR) specialists and heads of information governance, to efficiently manage growing request volumes while ensuring compliance and reducing the risk of deadline breaches.
For chief information officers (CIOs) and other digital leaders, ARM also spearheads transformation strategies to boost productivity and enhance staff efficiency.
Here are some of the features you can look forward to:
Robotic process automation (RPA)
ARM seamlessly integrates with diverse hospital systems.
Once a request is received, ARM uses RPA technology to access various systems – including electronic patient records systems (EPRs), pathology and radiology requesting systems, clinical workflows, and maternity and neonatal care systems – automatically identifying and gathering the necessary patient documents.
Access request teams can easily upload additional documentation using the direct upload feature.
Dynamic filtering
The data is automatically indexed and the dynamic filtering allows users to quickly locate, sort, and review relevant pages.
Multi-reviewer workflow
Specific pages within a request can be assigned to individual users for review.
Reviewers receive notifications once a request is ready for their review.
Multiple stakeholders can simultaneously assign, redact, and approve pages.
The access request team is notified upon request completion.
Real-time tracking
A visual dashboard displays the status and progress of individual access requests in real time.
Users can filter requests by status – "In Progress," "Near Breach," "Breached," and "On Hold" and exclude completed or assigned requests for full workflow transparency.
A colour-coded countdown highlights the time remaining for each request, making it easy to identify those at risk of breaching deadlines.
Advanced filtering allows users to search by taxonomy identifiers, assigned page tags, or text extracted through the optical character recognition (OCR) service.
Dynamic output
Upon completion, the requester receives secure digital access to the files.
Requests exceeding 100 pages are split into multiple PDFs and compressed into a single ZIP archive for easy access.
Each file includes a manifest containing key request metadata, such as the request ID and total page count.
Digitally signed documents display the most recent signature, dynamically resized to prevent any obstruction of page content
Managed deployment
Implemented through a tailored project plan with training led by Mizaic's expert team of former NHS professionals, ensuring fast and effective user adoption.
End-to-end digital cloud based solution
Secure, paperless, and fully compliant, ARM is accessible from anywhere to support busy teams on the move.
The benefits of Access Request Manager
Streamline your processes with a user-friendly digital solution that offers intelligent automation and a seamless, workflow-driven solution.
Enhance efficiency with multi-reviewer capability, gathering input from multiple approvers simultaneously.
Eliminate manual burdens and accelerate processing time, using RPA to manage and gather data from multiple systems.
Manage compliance with a visual dashboard that tracks access requests and manages breach risks.
Minimise human error by using automation to consolidate data.
Empower staff by freeing skilled teams to focus on vital hospital tasks, rather than managing requests.
Seamlessly integrated with MediViewer, our trusted EDMS, ARM allows NHS Trusts to manage access requests directly within the system where patient records are stored – minimising system reliance and streamlining hospital operations.
Cloud-based access enables on-the-go reviews, for any device, from anywhere.
See how it works
See how it works
Discover how Access Request Manager transforms the way NHS Trusts handle access requests - reducing manual effort, improving compliance, and saving valuable time.
Watch our short animation to see ARM in action and learn how it can support your Trust.
ARM has the ability to dramatically reduce the data gathering process for your access requests, transforming it from days and hours to just minutes.
Book a demo
ARM has the ability to dramatically reduce the data gathering process for your access requests, transforming it from days and hours to just minutes.
Check out our latest infographic highlighting the scale of the challenge for NHS teams.
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"Managing access requests is a growing burden for NHS Trusts, with teams struggling under resource constraints, inefficiencies, and compliance risks. With ARM our objective is to remove the complexity, reduce breach risks and give teams back valuable time."
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