Electronic Patient Records & Document Scanning

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Dear University Hospitals of Derby and Burton 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 (UNIVERSITY HOSPITALS OF DERBY AND BURTON NHS FOUNDATION TRUST), University Hospitals of Derby and Burton NHS Foundation Trust

Dear Mr Stonard

PLEASE NOTE THAT AS OF 1 JULY 2018, DERBY HOSPITALS MERGED WITH BURTON HOSPITALS AND BECAME ‘UNIVERSITY HOSPITALS OF DERBY AND BURTON NHS FOUNDATION TRUST’ PLEASE DIRECT FOI CORRESPONDENCE TO [email address]

Thank you for your request for information; this is now being processed in accordance with the Freedom of Information Act 2000.

This Trust will make every effort to provide a response within the 20 working days specified by the Act. You should receive your response by 6 December 2018

Your reference number relating to this application is stated above. Please ensure you quote this when contacting us.

Kind regards

Jane Haywood
Freedom of Information Officer
Telephone: 01332 (7)86431

University Hospitals of Derby & Burton NHS Foundation Trust

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foi (UNIVERSITY HOSPITALS OF DERBY AND BURTON NHS FOUNDATION TRUST), University Hospitals of Derby and Burton NHS Foundation Trust

1 Attachment

Dear Mr Stonard

Further to your enquiry, please find the Trust's response attached.

Kind regards

Jane Haywood
Freedom of Information Officer
Telephone: 01332 (7)86431

University Hospitals of Derby & Burton NHS Foundation Trust

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