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Xyea ChartTrack eliminates the problems associated with locating files within an organization. It helps to bring together various file components (manual, electronic, or both) into a single unified file. It can also help in finding misplaced, lost, misfiled, and hidden files.

ChartTrack is primarily used to track the movement of medical files and charts. By enabling files and associated documents to be located quickly, it reduces administrative workload and helps frontline staff to deal with patients more effectively and deliver a higher standard of patient care. ChartTrack accepts data entered by keyboard and bar code, as well as data feeds from other applications. It can be used to manage files and documents that are stored in many different locations and sites.

As well as enabling location of files, ChartTrack maintains a transaction history that allows you to generate historical reports of the movement, access, and usage of each file. Having this data available helps organizations to meet their audit requirements and is invaluable as a historical backup in the event of an investigation into adverse incidents.
FileTrack fulfils a similar purpose for other files types used in a variety of organizations.

ChartTrack Case Study

Xyea ChartTrack was the basis for a successful consultancy engagement undertaken by Xyea at Sligo General Hospital to develop a staged quality improvement process to address the problem of patient medical records being unavailable at the point of care. Working in consultation with the hospital staff, we designed and implemented an electronic chart-tracking system to enable real-time location of a patient’s medical record when and where it was needed.

In addition to customization and rollout of the application itself, the project included:

  • Rollout of 50 desktop computers to enable deployment of the solution throughout the hospital.
  • Replacement of existing cable infrastructure with high-capacity cable to support the system.
  • A training program to instruct frontline staff in the use of the ChartTrack system.
  • Migration of existing demographic data from the Hospital Information System to the ChartTrack system, enabling patient records to be tracked using identifiers such as surname, date of birth, and hospital number.
  • Activation of the system with floor-walking support for an initial period followed by ongoing technical support. 

The ChartTrack system received a very positive reaction in formal feedback and evaluation sessions with users, who have seen many benefits:

  • Guaranteed availability of the patient record at the point of care has a positive impact on safety.
  • Reduction in workload for the medical records department.
  • Faster delivery of charts to frontline staff.
  • Formal record of where and by whom charts have been requested.
  • Time-stamping of requests and chart delivery enables ongoing audit of service level.

The system was the regional winner of the Award for Adopting and Adapting Good Practice at the National Achievement Awards of the Health Service Executive in 2008.


For any question or clarification about any aspect of Xyea, please get in touch.  
Xyea CEO, Pat Reidy will respond.
Tel: 091 846 636 or
  Audit - Surveying - Self-assessment - Privacy - Security - Data Protection - Personal Data Privacy - Records Management - Data Risk Management - Health Information Protection - Risk-based controls for records management and information governance - Incident Recording Investigation and Management - Corrective Action tracking - Patient Safety Reporting and management  
Galway: Unit 2 - Clashganniv House, Killogilleen, Craughwell, Co Galway, Ireland. Tel: +353 (0) 91 846636
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