Electronic Patient Records & Document Scanning

Response to this request is long overdue. By law, under all circumstances, Wirral University Teaching Hospital NHS Foundation Trust should have responded by now (details). You can complain by requesting an internal review.

Dear Wirral University Teaching Hospital 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

Accesstoinformationoffice (WIRRAL UNIVERSITY TEACHING HOSPITAL NHS FOUNDATION TRUST), Wirral University Teaching Hospital NHS Foundation Trust

1 Attachment

Our Ref:            LMS/LG/JT/Access.59151-11-18          

 

 

Dear Mr Stonard                          

 

We acknowledge receipt of your request for information.

 

Pleased be advised your request is currently being processed but we are
still awaiting information from the department supplying the response on
behalf of the Trust.

 

Therefore, we would respectfully like to request more time in which to
respond.

 

Hopefully a full and final response should be with you shortly

 

 

 

Yours sincerely

 

Jan Taylor

 

Sent by Jan Taylor (Mrs) on behalf of Lin Snow

Information Governance & Records Manager

Data Protection Officer and Copyright Lead

With responsibility for Data Quality, Clinical Coding & Information
Security

Information Governance Department

Direct Dial: 0151 604 7120

Main Switchboard: 0151 678 5111 Ext 8477

Fax: 0151 604 7394

Email: [1][Wirral University Teaching Hospital NHS Foundation Trust request email]

 

Normal Office Hours: Monday to Friday 8.30am to 5pm

 

[2]WUTH NHS LOGO PNG EMAIL SIG

 

[3]wuth.nhs.uk

Follow us on Twitter: [4]@wuthnhs

 

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Accesstoinformationoffice (WIRRAL UNIVERSITY TEACHING HOSPITAL NHS FOUNDATION TRUST), Wirral University Teaching Hospital NHS Foundation Trust

1 Attachment

Our Ref:            LMS/LG/JT/Access.59151-11-18          

 

 

Dear Mr Stonard                          

 

We write further to your recent request for information in accordance with
the Freedom of Information Act

 

We are in the process of collating this information but in order for us to
provide a full response we would be grateful if you could clarify with
regard to Q4 exactly what mean by ‘day forward records’

 

We therefore, await your further instructions before proceeding with the
response.

 

We look forward to hearing from you

 

 

Yours sincerely

 

Jan Taylor

 

Sent by Jan Taylor (Mrs) on behalf of Lin Snow

Head of Information Governance & Records Management

Data Protection Officer and Copyright Lead

With responsibility for Data Quality, Clinical Coding & Information
Security

Information Governance Department

 

Direct dial: 0151 604 7120

Internal extension: 8477

Email [1][Wirral University Teaching Hospital NHS Foundation Trust request email]

Normal Office Hours: Monday to Friday 8.30am to 5pm

 

[2][IMG]

 

P Consider the Environment/Save Paper - Do you really need to print this
e-mail?

 

The information contained in this e-mail may be subject to public
disclosure under the Freedom of Information Act 2000. Unless the
information is legally exempt from disclosure, the confidentiality of this
e-mail and your reply cannot be guaranteed. Any views or opinions
presented are solely those of the author and do not necessarily represent
those of Wirral University Teaching Hospital. If you are not the intended
recipient, be advised that you have received this e-mail in error and that
any use, dissemination, forwarding, printing or copying of this email is
strictly prohibited. If you have received this e-mail in error please
notify the sender.

 

 

 

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Dear Accesstoinformationoffice (WIRRAL UNIVERSITY TEACHING HOSPITAL NHS FOUNDATION TRUST),

Hello, 'day forward' records are classed as new records created - typically called 'skinny files'.

Yours sincerely,

Daniel Stonard

Dear Accesstoinformationoffice (WIRRAL UNIVERSITY TEACHING HOSPITAL NHS FOUNDATION TRUST),

Day forward records are newly created paper notes i.e. not legacy notes an are often referred to within trusts as 'skinny files'.

Yours sincerely,

Daniel Stonard

Accesstoinformationoffice (WIRRAL UNIVERSITY TEACHING HOSPITAL NHS FOUNDATION TRUST), Wirral University Teaching Hospital NHS Foundation Trust

Dear Mr Stonard

Thank you for your email below, clarifying the information we requested.

This has now been sent to the Department that asked for the clarification and our final response will be with you shortly

Many thanks
Kindest regards

Jan

Jan Taylor
Freedom of Information Support Officer
Access to Information Office
Information Governance Department

Direct dial: 0151 604 7120
Internal extension: 8477
Email [Wirral University Teaching Hospital NHS Foundation Trust request email]
Normal Office Hours: Monday to Friday 8.30am to 5pm

 Consider the Environment/Save Paper - Do you really need to print this e-mail?

The information contained in this e-mail may be subject to public disclosure under the Freedom of Information Act 2000. Unless the information is legally exempt from disclosure, the confidentiality of this e-mail and your reply cannot be guaranteed. Any views or opinions presented are solely those of the author and do not necessarily represent those of Wirral University Teaching Hospital. If you are not the intended recipient, be advised that you have received this e-mail in error and that any use, dissemination, forwarding, printing or copying of this email is strictly prohibited. If you have received this e-mail in error please notify the sender.

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