VisualVault

11/25/2025

Archiving Patient Records Mistake: Jamming legacy data straight into your new EHR.

On paper it sounds simple:
“Why don’t we just merge the data? Copy-paste from old to new.”

In practice:

- Data schemas don’t match

- Queries don’t match

- Every discrete data element needs mapping, testing, and governance

- Acquired systems may have suspect data quality

As Lauri puts it in this clip:

“For every data field you want to convert into your new EHR, consider it a project.”

They limited conversion to MPI, allergies, recent vitals, and key immunizations — and still needed a dedicated expert to clean the MPI before loading it into Meditech Expanse.

▶️ Watch the full webinar to see where legacy archive fits better than brute-force conversion:

https://www.visualvault.com/five-unhealthy-mistakes-to-avoid-when-archiving-patient-records/?utm_source=linkedin&utm_medium=social&utm_campaign=vv_lda_webinar

11/20/2025

Archiving Patient Records Mistake: “Do nothing” with your legacy EHR.

It feels safe: leave the old system running “just in case.”

The reality is that:

- You’re multiplying the chances of breach and failure

- You’re paying licensing and maintenance fees for multiple EHRs

- Your team doesn’t have bandwidth to maintain both

In this clip, Lauri Shannon (Major Health Partners) explains how she experienced some of this during their move from NextGen to Meditech Expanse — and why “just keep it live in the background” became unsustainable.

▶️ See the full breakdown of all 5 unhealthy mistakes (and how to fix them): https://www.visualvault.com/five-unhealthy-mistakes-to-avoid-when-archiving-patient-records/?utm_source=linkedin&utm_medium=social&utm_campaign=vv_lda_webinar

11/18/2025

Hospitals didn’t wake up one day and decide to have 3–5 legacy systems sitting in the background.

In 2009, HITECH and Meaningful Use dollars triggered an EHR gold rush. By 2013–2014 there were 1,000+ EHR platforms in play.

Fast-forward: most organizations are now down to a handful of “go-forward” EHRs… but the old systems never went away. They’re still holding critical clinical, financial, and legal data.

That’s the legacy data problem.

In this webinar, VisualVault will walk through 5 unhealthy mistakes health systems make when dealing with legacy patient records — and what to do instead.

This clip sets the stage. The rest of the session dives into the real risks and hard-won lessons from former CIOs and HIM leaders.

▶️ Watch the full discussion on legacy data archiving and EHR transitions here: https://www.visualvault.com/five-unhealthy-mistakes-to-avoid-when-archiving-patient-records/?utm_source=linkedin&utm_medium=social&utm_campaign=vv_lda_webinar

11/14/2025

We’re excited to share that GRM Information Management will be exhibiting at the American Society for Clinical Pathology (ASCP) 2025 Annual Meeting in Atlanta, November 18–19.

For pathology and laboratory teams, long-term block and slide retention can put real pressure on space, budgets, and compliance. GRM helps relieve that burden with secure, offsite pathology storage built for healthcare.

Heading to ASCP 2025? Visit us at Booth #255 at the Hyatt Regency Atlanta to meet our team and discuss how we can keep your pathology samples safe, organized, and inspection-ready.

11/11/2025

📅 Final Reminder — AI Records Management Webinar Tomorrow, Nov 12

Why AI matters as digital records grow: a roundtable on how AI with Intelligent Document Processing (IDP) classifies documents, extracts and validates key data, and feeds workflow automation to streamline work.

In this webinar tomorrow, we will walk through the records flow — intake, classification, data extraction and validation, retention, legal hold, and audit evidence — and show how improved data supports consistent processes.

Date: Wednesday, Nov 12, 2025 | 2:00 PM ET / 11:00 AM PT | 60 minutes | Online
Hosts: VisualVault + Carahsoft + ARMA
Speakers: Tod Olsen (Chief Technology Officer, VisualVault); Jim Kanir (Chief Revenue Officer, VisualVault); Michael Ratigan (President, Data Evolution)

CPE Credit Available

Register Now
https://carahevents.carahsoft.com/Event/Details/686766-VisualVault

11/06/2025

Case Tracking Without Replacement

Most agencies already have a system of record. The real friction shows up after intake — getting the right work to the right person, on time, with a clear trail. With a workflow layer, teams keep familiar tools while managers see what’s moving, what’s stuck, and why.

Here's what it looks like in practice:

Smart routing and reminders — no chasing email threads

Timestamped actions with clear ownership — audit-ready history

Simple time-in-stage views — see overdue steps before they become backlog

Once the workflow is live, you can track cycle time from intake to decision, on-time vs. late completion by program, and the share of cases routed automatically — when workflow timers and rules are enabled.

Read the blog → https://www.visualvault.com/blog/case-tracking-workflow-visibility/

Enhance case tracking workflow visibility without replacing legacy systems. Learn how VisualVault layers automation, dashboards, and secure data access seamlessly.

11/03/2025

AI Records Management — Webinar Registration Open

This upcoming webinar will explain the challenges in traditional document management and how AI with Intelligent Document Processing (IDP) improves classification, data extraction/validation, and workflow efficiency.

Date: Wednesday, Nov 12, 2025 | 2:00 PM ET / 11:00 AM PT | 60 minutes | Online
Hosts: VisualVault + Carahsoft + ARMA
Speakers: Tod Olsen (Chief Technology Officer, VisualVault); Jim Kanir (Chief Revenue Officer, VisualVault); Michael Ratigan (President, Data Evolution)

CPE Credit Available

Register Now
https://carahevents.carahsoft.com/Event/Details/686766-VisualVault

10/30/2025

Employing AI to Bring Order and Value to Enterprise Records Management

As organizations grow and processes change, recordkeeping becomes harder to manage. Join us for a 60-minute webinar covering how Artificial Intelligence and Intelligent Document Processing (IDP) can classify documents, extract and validate key data, and how workflow automation uses that output to streamline business processes.

Date: Wednesday, Nov 12, 2025 | 2:00 PM ET / 11:00 AM PT | 60 minutes
Hosts: VisualVault + Carahsoft + ARMA
Speakers: Tod Olsen (Chief Technology Officer, VisualVault); Jim Kanir (Chief Revenue Officer, VisualVault); Michael Ratigan (President, Data Evolution)

CPE Credit Available

Register Now
https://carahevents.carahsoft.com/Event/Details/686766-VisualVault

10/09/2025

Government agencies manage a constant flow of license and permit requests.
When applications rely on paper, email, or manual routing, delays are unavoidable.

Our latest blog covers how digital licensing and permitting portals help agencies:
✅ Accept applications online
✅ Validate data to ensure quality
✅ Let citizens and staff check status without phone calls or emails
✅ Keep documents secure and ready for audits

Read more → https://www.visualvault.com/blog/modernizing-licensing-permitting-portals/

Modernizing licensing and permitting portals streamlines submissions, improves transparency, and helps agencies deliver faster, more efficient citizen services.

10/08/2025

Avoid the 5 Costly Mistakes in Legacy Patient Data Archiving

Healthcare data leaders: don’t let legacy patient records become a compliance and cost burden. Join VisualVault and Carahsoft for an in-depth webinar on November 6, 2025, at 2 PM ET, where experts will share the top five mistakes to avoid when archiving patient data.

Speakers: Lauri Shannon (Major Health Partners), Jim Leonard (VisualVault)

Moderator: Drew Drbal (VisualVault)

Earn 1 CPE credit by attending.

Register here: https://carahevents.carahsoft.com/Event/Details/679834-VVFacebook

10/02/2025

Retention often breaks down at the inbox. Emails, uploads, and forms sit scattered in unmanaged drives or folders. The result is inconsistent records, compliance risk, and wasted time.

With the right platform, capture is automated, retention schedules are applied consistently, and detailed audit logs are maintained. The outcome: consistent, searchable records that support compliance and fast retrieval.

Read the blog: https://www.visualvault.com/blog/data-retention-process/

Fix gaps in the data retention process. Learn how automation, governance, and system-level rules ensure compliance, reduce risk, and improve record access.

09/23/2025

Healthcare organizations face strict CMS (Centers for Medicare & Medicaid Services) deadlines for appeals and grievances.
Manual tools like paper, spreadsheets, and email make the process slow and risky.

With VisualVault, teams streamline compliance workflows with:
✅ Digital intake forms to capture complete case details
✅ Automated routing by type, plan, or priority
✅ Deadline alerts & audit logs for compliance visibility
✅ Configurable templates that adapt as regulations change

The result: faster resolutions, stronger compliance, and better member experiences.

📖 See how VisualVault supports healthcare compliance with no-code workflows: https://www.visualvault.com/platform/low-code-no-code-lcnc/

System admins and program leads can build apps fast and easily modify them as complexities are introduced and use cases evolve.