Electronic Patient Records and Document Scanning

Daniel Stonard made this Rhyddid Gwybodaeth request to Midlands Partnership NHS Foundation Trust

This request has been closed to new correspondence from the public body. Contact us if you think it ought be re-opened.

Roedd y cais yn llwyddiannus.

Dear Midlands Partnership NHS Foundation Trust,

1.Does the trust manage the digitisation of its patient records on-site or is this an outsourced service?
2. If outsourced who is the current provider, when did the contract start and what is the contract term?
a. Was this contract awarded via any Frameworks e.g. CCS RM1063?
b. What is the cost of digitising patient records within the trust?
c. What is the cost of digitising patient records with outsourced providers?
d. What are the trusts targets for having patient files scanned and hard-copy notes available as digital images?
3. If the patient file scanning is provided in house how many staff are involved in:
a. Preparing and/or scanning medical records/patient files?
b. Distributing (delivering or collecting) physical notes around the estate?
c. Retrieving and collecting physical notes from on-site stores?
4. What is the volume of patient record creation per day/week/month by the trust (day forward records)?
a. Is the scanning of patient records linked to any Document Management systems?
b. If so can you confirm which ones are used within the trust?
5. What is your average number of daily created paper records?
6. Does the trust currently scan documents at department level?
a. If so, what hardware is used to scan records?
b. How were they procured?
c. Who in the trust is responsible for the contract management and procurement of these technologies?

7. Please outline which departments are scanning physical paper records and average daily volumes, both back scan and day forward (if they can be separated).
8. Is there a quality standard to adhere to within the trust for scanning paper notes?

9. Does the trust scan other records than patient files?
a. If yes could you please supply daily volumes of record scanning?
b. If yes, please also supply types of records which are scanned?
10. Can you please provide the contact details including email address/format of the trust’s IT Director?
a. If the IT Director is not responsible for digital transformation, please supply contact details, including email address/format of the person(s) who are.
b. Please also supply the details of those responsible for managing patient records (scanning, physical storage and delivery etc).
11. Could you please supply a current organisational chart for medical records, digitisation services and digital transformation programmes?

Yours faithfully,

Daniel Stonard

FOI (RRE) MPFT, Midlands Partnership NHS Foundation Trust

Dear Sir/Madam,

I write to acknowledge receipt of your email in which you requested information under the FOI Act 2000.
Your request is being considered and you will receive a response within the statutory timescale of 20 working days, from the date of receipt, as defined by the Freedom of Information Act 2000.
The Act defines a number of exemptions which may prevent release of the information you have requested. There will be an assessment and if any of the exemption categories apply then the information will not be released. You will be informed if this is the case within 20 working days, together with your rights of appeal.
If the information you are requesting contains reference to a third party then they may be consulted prior to a decision being taken on whether or not to release the information to you. You will be informed within 20 working days if this is the case.
If you have any queries or concerns, please do not hesitate to contact me. May l ask that you quote the above reference number on all your correspondence.

PLEASE NOTE: As of 1st June 2018 South Staffordshire and Shropshire Healthcare NHS Foundation Trust has merged with Staffordshire and Stoke-on-Trent Partnership NHS Trust to become Midlands Partnership Foundation Trust.

Yours sincerely

Hannah Rogers
FOI Officer
Midlands Partnership Foundation Trust
Trust HQ,
St George’s Hospital
Corporation Street
Stafford
ST16 3AG
Tel: 01785 221104 Ext 712 8278
Email: [email address]

dangos adrannau a ddyfynnir

FOI (RRE) MPFT, Midlands Partnership NHS Foundation Trust

4 Atodiad

Dear Mr. Stonard,

Further to your recent request made under the Freedom of Information Act
2000, please see detailed below the Trust’s response:

1.Does the trust manage the digitisation of its patient records on-site or
is this an outsourced service? - Elements of digitisation are completed
internally this is supplemented by third party provision.

 

2. If outsourced who is the current provider, when did the contract start
and what is the contract term? - Restore, Iron Mountain, Redrock, these
are historical contracts that are reviewed on a 12 monthly basis.

 

a.       Was this contract awarded via any Frameworks e.g. CCS RM1063?
Restore - ESPO 390_15; Redrock (now Haven Products), not currently in
contract/used. Iron Mountain RM1689

 

b.    What is the cost of digitising patient records within the trust?
£36,000

 

c.    What is the cost of digitising patient records with outsourced
providers? - This varies on the amount of records stored with providers
and how many records are digitised.

 

d.    What are the trusts targets for having patient files scanned and
hard-copy notes available as digital images? - Digitisation will be
completed by December 2019

 

3. If the patient file scanning is provided in house how many staff are
involved in:

 

a.       Preparing and/or scanning medical records/patient files? - 0.5
wte band 3

 

b.       Distributing (delivering or collecting) physical notes around the
estate?- 0.5 wte band 3

 

c.       Retrieving and collecting physical notes from on-site stores? -
0.5 wte band 3

 

4. What is the volume of patient record creation per day/week/month by the
trust (day forward records)? - Unknown/varies dependent on size and volume
of paper medical record

 

a.       Is the scanning of patient records linked to any Document
Management systems? – Yes

 

b.       If so can you confirm which ones are used within the trust?- RiO

 

5. What is your average number of daily created paper records? – Circa 500
per day

 

6. Does the trust currently scan documents at department level?

 

a.       If so, what hardware is used to scan records? - Yes. Kodak i620,
Kyocera MFD

 

b.       How were they procured? Direct Award  on CCS Framework & ESPO

 

c.       Who in the trust is responsible for the contract management and
procurement of these technologies? - Adrian Marsden, Associate Director
Information & Contracting.

 

 

7. Please outline which departments are scanning physical paper records
and average daily volumes, both back scan and day forward (if they can be
separated). - All records are scanned by dedicated operational team
members and then uploaded by the health records team.

 

8. Is there a quality standard to adhere to within the trust for scanning
paper notes? - Yes

 

9. Does the trust scan other records than patient files? Yes, Corporate
records.

 

a.       If yes could you please supply daily volumes of record scanning?
Minimal

 

b.       If yes, please also supply types of records which are scanned?
Corporate records/personnel files.

 

10. Can you please provide the contact details including email
address/format of the trust’s IT Director? Pete Kendal Director of IM&T
Development

 

a.       If the IT Director is not responsible for digital transformation,
please supply contact details, including email address/format of the
person(s) who are. Not applicable.

 

b. Please also supply the details of those responsible for managing
patient records (scanning, physical storage and delivery etc).Pete Kendal
Director of IM&T Development

11. Could you please supply a current organisational chart for medical
records, digitisation services and digital transformation programmes?

 

 

We would be grateful if you could take a minute to fill out our Freedom of
Information Customer Satisfaction Survey (attached) and let us know about
your experience.

Please contact me in the first instance if you have any queries or
questions regarding the Trust's response. However, if you have any
complaints about the handling of your enquiry, please contact:

Ms Jane Landick
Company Secretary
Midlands Partnership Foundation Trust

Trust Headquarters St George's Hospital Corporation Street Stafford
ST16 3SR
Email: [1][email address]

You also have a right of appeal to the Information Commissioner at:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 01625 545700
Website: [2]www.informationcommissioner.gov.uk

PLEASE NOTE: As of 1^st June 2018 South Staffordshire and Shropshire
Healthcare NHS Foundation Trust has merged with Staffordshire and
Stoke-on-Trent Partnership NHS Trust to become Midlands Partnership
Foundation Trust.

Yours sincerely

 

Aled Evans

 

FOI Officer

Midlands Partnership Foundation Trust

Trust HQ, St George’s Hospital

Corporation Street

Stafford
ST16 3AG

Tel: 01785 221104 Ext 7128998

Email: [3][email address]

[4]cid:image001.png@01D3FBF5.6CCEAE40[5]cid:image007.jpg@01D39364.EDC35310

 

References

Visible links
1. mailto:[email address]
2. http://www.informationcommissioner.gov.uk/
3. mailto:[email address]