Paperless NHS

Rachel Jackson made this Rhyddid Gwybodaeth request to The Shrewsbury and Telford Hospital NHS Trust

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

Mae'r ymateb i'r cais hwn yn hwyr iawn. Yn ôl y gyfraith, ym mhob amgylchiad, dylai The Shrewsbury and Telford Hospital NHS Trust fod wedi ymateb erbyn hyn. (manylion). Gallwch gwyno drwy yn gofyn am adolygiad mewnol.

Dear Shrewsbury and Telford Hospital NHS Trust,

Please can you assist me in providing the following information about the Trust:
1. How many printers/MFD’s does the Trust have?
2. Does the Trust have a Managed Print Service contract?
3. If so, who provides the Managed Print Service?
4. When was the contract awarded and what is the length of the contract?
5. What is the approximate spend on print annually?
6. Who is responsible at the Trust for the running/upkeep of the Managed Print Service solution?
7. Does the Trust have a strategy to manage patient records electronically? If so please detail.
8. Does the Trust have an EDRMS (electronic document records management system)? If so which EDRMS software does the Trust have?
9. Which EPR system does the Trust have?
10. Does the Trust have plans to procure an EPR / EDRMS / records management solution?
11. How many physical patient record sets does the Trust have? What is the average number of volumes per patient record?
12. Does the Trust utilise a 3rd party storage organisation to store / manage paper notes? If so please detail.
13. Has the Trust scanned any patient records – in-house via a 3rd party scanning bureau? If so how many records have been digitised?
14. Does the Trust have dedicated storage library space for health (and corporate / non-clinical) records?
15. How many personnel are employed within the health records management team (to file, retrieve, update physical records)?
16. Does the Trust manage its own incoming mail or is this service outsourced?
17. If outsourced, who is the current provider, when did the contract start and what is the contract term?
18. What is the volume of outgoing mail sent by the Trust?
19. Does the Trust have any hybrid mail services for sending letters or other correspondence?
20. If yes, who is the hybrid mail provider, when did this contract start and what was the contract term?
21. What is the Trust’s percentage of DNA's annually (Do not attend)?

Yours faithfully,

Rachel Jackson

Info SaTH, The Shrewsbury and Telford Hospital NHS Trust

Thank you for contacting The Shrewsbury and Telford Hospital NHS Trust.

 

This email account is monitored from 9am until 4.30pm Monday-Friday.

 

We aim to respond to all enquiries within 48 hours Monday-Friday.

 

If your enquiry is urgent or relates to an appointment, please use the
contact details on your appointment letter to ensure it is dealt with
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If your enquiry relates to recruitment, volunteering or work experience
please visit the “Working With Us” section of our website at:
[1]https://www.sath.nhs.uk/working-with-us/

 

References

Visible links
1. https://www.sath.nhs.uk/working-with-us/

Cole Sophie, The Shrewsbury and Telford Hospital NHS Trust

3 Atodiad

Dear Ms Jackson,

 

Thank you for your request for information.

 

The Trust acknowledges your request and it is being processed as a new
request under the terms of the Freedom of Information Act 2000.

 

In some circumstances a fee may be payable and if that is the case, I will
let you know. A fees notice will be issued to you if necessary and you
will be required to pay before I will proceed to deal with your
request.                                                                            

                                                                  

Please find attached a briefing which explains:

 

o your rights to request a review by the Trust or to complain to the
Information Commissioner’s Office if you are not satisfied with the
response from the Trust,
o an outline of the Trust’s policy on the Reuse of Public Sector
Information

 

If you have any queries regarding this email, please contact me and quote
the reference number above in any future correspondence.

 

 

Kind regards,

 

 

 

 

[1]Description: Description: Description: Description: Description:
Description: Description: Description: cid:image001.png@01CF9543.36AA4670

Sophie Cole [4]Description: Description:
Description: Description: Description:
Assurance Team and Freedom of Description: Description: Description:
Information Administrator Description: Description:
cid:image001.jpg@01D051EC.FFAC2D70
 

Suite 2, Stretton House|

The Shrewsbury and Telford
Hospital NHS Trust | Royal
Shrewsbury Hospital | Mytton Oak
Road | Shrewsbury | Shropshire |
SY3 8XQ

 

Telephone 01743 261087

Email [2][email address]

FOI email [3][email address]

 

 

 

 

This message may contain confidential information. If you are not the
intended recipient please inform the sender that you have received the
message in error before deleting it. Please do not disclose, copy or
distribute information in this e-mail or take any action in relation to
its contents: to do so is strictly prohibited and may be unlawful.

 

 

 

dangos adrannau a ddyfynnir

Cole Sophie, The Shrewsbury and Telford Hospital NHS Trust

3 Atodiad

Dear Ms Jackson,

 

I have been asked to seek clarification from you regarding your request
for information, specifically question 18, what is the volume of outgoing
mail sent by the Trust?

 

Could you please be more specific on what type of mail you are referring
to? There are several different types of mail streams within the Trust
which are all held within different reports and providers. Providing more
a more specific request will help out teams locate the information you
want.

 

Please note that the 20-working-day clock is now paused, pending receipt
of clarification from you. If we have not received a response from you in
20 working days from this email, 25^th April we will close this request.

 

Kind regards,

 

Sophie

 

[1]Description: Description: cid:image001.png@01CF9543.36AA4670

Sophie Cole [4]Description: Description:
Description: Description:
Assurance Team and Freedom of cid:image001.jpg@01D051EC.FFAC2D70
Information Administrator

 

Suite 2, Stretton House|

The Shrewsbury and Telford Hospital NHS
Trust | Royal Shrewsbury Hospital |
Mytton Oak Road | Shrewsbury |
Shropshire | SY3 8XQ

 

Telephone 01743 261087

Email [2][email address]

 

[3][IMG]

 

 

This message may contain confidential information. If you are not the
intended recipient please inform the sender that you have received the
message in error before deleting it. Please do not disclose, copy or
distribute information in this e-mail or take any action in relation to
its contents: to do so is strictly prohibited and may be unlawful.

 

 

 

References

Visible links
2. mailto:[email address]
3. https://www.warp-it.co.uk/company/sath
4. http://www.sath.nhs.uk/

Dear Cole Sophie,

Please can the Trust confirm how many patient letters are sent on an annul bases (e.g January 2017 - December 2017)?

Yours sincerely,

Rachel Jackson

Cole Sophie, The Shrewsbury and Telford Hospital NHS Trust

3 Atodiad

Dear Ms Jackson,

 

Thank you for your FOI request sent on 28^th February 2018. You asked:

 

 

Please can you assist me in providing the following information about the
Trust:

1. How many printers/MFD’s does the Trust have?

2. Does the Trust have a Managed Print Service contract?

3. If so, who provides the Managed Print Service?

4. When was the contract awarded and what is the length of the contract?

5. What is the approximate spend on print annually?

6. Who is responsible at the Trust for the running/upkeep of the Managed
Print Service solution?

7. Does the Trust have a strategy to manage patient records
electronically? If so please detail.

8. Does the Trust have an EDRMS (electronic document records management
system)? If so which EDRMS software does the Trust have?

9. Which EPR system does the Trust have?

10. Does the Trust have plans to procure an EPR / EDRMS / records
management solution?

11. How many physical patient record sets does the Trust have? What is the
average number of volumes per patient record?

12. Does the Trust utilise a 3rd party storage organisation to store /
manage paper notes? If so please detail.

13. Has the Trust scanned any patient records – in-house via a 3rd party
scanning bureau? If so how many records have been digitised?

14. Does the Trust have dedicated storage library space for health (and
corporate / non-clinical) records?

15. How many personnel are employed within the health records management
team (to file, retrieve, update physical records)?

16. Does the Trust manage its own incoming mail or is this service
outsourced?

17. If outsourced, who is the current provider, when did the contract
start and what is the contract term?

18. What is the volume of outgoing mail sent by the Trust?

19. Does the Trust have any hybrid mail services for sending letters or
other correspondence?

20. If yes, who is the hybrid mail provider, when did this contract start
and what was the contract term?

21. What is the Trust’s percentage of DNA's annually (Do not attend)?

 

 

Under Section 1(1)(a) of the Freedom of Information Act 2000, I can
confirm that The Shrewsbury and Telford Hospital NHS Trust holds
information that falls within the definition in your request which is set
out below:

 

 

1. How many printers/MFD’s does the Trust have?

Approx. 600

 

2. Does the Trust have a Managed Print Service contract?

Yes

 

3. If so, who provides the Managed Print Service?

Appoge for internal printing services.

 

4. When was the contract awarded and what is the length of the contract?

2017 for 5 years

 

5. What is the approximate spend on print annually?

Total annual cost (2016/17) £310000

 

6. Who is responsible at the Trust for the running/upkeep of the Managed
Print Service solution?

Procurement Team

 

7. Does the Trust have a strategy to manage patient records
electronically? If so please detail.

Discussed but nothing formal

 

8. Does the Trust have an EDRMS (electronic document records management
system)? If so which EDRMS software does the Trust have?

Not fitting this criteria

 

9. Which EPR system does the Trust have?

SEMA Helix

 

10. Does the Trust have plans to procure an EPR / EDRMS / records
management solution?

No

 

11. How many physical patient record sets does the Trust have? What is the
average number of volumes per patient record?

Approx. 1.3 million records, number of sets per patient record depends
entirely on the patient’s situation and activity within the hospital.

 

12. Does the Trust utilise a 3rd party storage organisation to store /
manage paper notes? If so please detail.

Yes, Queensway. Darby TNT and Stirchley Technical Services  

 

13. Has the Trust scanned any patient records – in-house via a 3rd party
scanning bureau? If so how many records have been digitised?

No

 

14. Does the Trust have dedicated storage library space for health (and
corporate / non-clinical) records?

No, HR and personal files are held locally within departments

 

15. How many personnel are employed within the health records management
team (to file, retrieve, update physical records)?

2 dedicated for health

2 for other duties.

 

16. Does the Trust manage its own incoming mail or is this service
outsourced?

In-house service

 

17. If outsourced, who is the current provider, when did the contract
start and what is the contract term?

N/A

 

18. What is the volume of outgoing mail sent by the Trust?

We requested clarification for this question on 26^th March 2018 and on
23^rd April  you responded with:

 

Please can the Trust confirm how many patient letters are sent on an annul
bases (e.g January 2017 - December 2017)?

 

We can confirm that the amount of letters that have been sent through our
tracked mail system, hybrid in 2017 below:

 

Royal Shrewsbury Hospital

 

January – 17,461

February – 25,362

March – 33,992

April – 29,966

May – 35,597

June - 9160

July – 16,192

August – 31,808

September – 31,711

October – 34,235

November – 32,861

December – 27,156

 

Princess Royal Hospital

 

January – 11,781

February – 11,781

March – 14,601

April – 14,278

May – 13,800

June - 3813

July - 5977

August – 13,229

September – 12,745

October – 13,337

November – 13,626

December – 11,457

 

However these are a mixture of types of letters including clinic letters,
results letters and other information. Further to this, staff type, print,
and send their own letters, e.g. follow ups and responses to messages etc,
which are sent in general mail, and are not counted.

 

19. Does the Trust have any hybrid mail services for sending letters or
other correspondence?

Yes

 

20. If yes, who is the hybrid mail provider, when did this contract start
and what was the contract term?

Synertec

 

21. What is the Trust’s percentage of DNA's annually (Do not attend)?

Apr 16-Feb 2017 4.73

 

Please also find attached a briefing which explains your rights to request
a review by the Trust or to complain to the Information Commissioner’s
Office if you are not satisfied with the response from the Trust, and an
outline of the Trust’s policy on the Reuse of Public Sector Information.

 

If you have any queries regarding this email, please contact the Freedom
of Information Officer via [1][email address] and quote the reference
number above in any future correspondence. If you would like to give
feedback please visit [2]https://www.surveymonkey.co.uk/r/DXTP8QQ for our
short questionnaire.

 

Kind regards,

 

Sophie Cole [5][IMG]

Assurance Team and Freedom of Information Administrator

 

Suite 2, Stretton House|

The Shrewsbury and Telford Hospital NHS Trust | Royal Shrewsbury
Hospital | Mytton Oak Road | Shrewsbury | Shropshire | SY3 8XQ

 

Telephone 01743 261087

Email [3][email address]

FOI email [4][email address]

 

 

 

 

This message may contain confidential information. If you are not the
intended recipient please inform the sender that you have received the
message in error before deleting it. Please do not disclose, copy or
distribute information in this e-mail or take any action in relation to
its contents: to do so is strictly prohibited and may be unlawful.

 

 

 

dangos adrannau a ddyfynnir

Dear Cole Sophie,

Please can the Trust confirm when the Hybrid Mail contract started and what is the contract term?

Yours sincerely,

Rachel Jackson