Electronic & Digital Patient Records

Daniel Stonard made this Freedom of Information request to Dudley and Walsall Mental Health Partnership NHS Trust

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

Response to this request is long overdue. By law, under all circumstances, Dudley and Walsall Mental Health Partnership NHS Trust should have responded by now (details). You can complain by requesting an internal review.

Dear Dudley and Walsall Mental Health Partnership NHS Trust,

1.Does the trust manage the digitization of its patient records or is this outsourced?
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?

3. 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?

4. If the service is provided in house how many staff are involved in:
a. Sorting the incoming mail
b. Distributing incoming mail

5. What is your average number of daily returned mail items?
6. Does the Council currently scan documents at department level?
7. Please outline which departments and average daily volumes.
8. Is there a quality standard to adhere to within the trust?
9. Are there any special stationary types used?
10. Does the trust scan other records than patient files?
11. If yes could you please supply daily volumes of record scanning?
12. If yes, please also supply types of records which are scanned?

13. 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.

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

Yours faithfully,

Daniel Stonard

Foi (DUDLEY AND WALSALL MENTAL HEALTH PARTNERSHIP NHS TRUST),

Dear Sir/Madam
FREEDOM OF INFORMATION ACT 2000 - Dudley & Walsall Mental Health Partnership NHS Trust Ref: FOI 2871

Thank you for your request for information under the requirements of the Freedom of Information Act 2000. We started work on this request on 17 October 2017. As per section 10 of the Act, you can expect a reply no later than 20 working days from this date.

There may be a fee payable for this information. This will be considered and you will be informed if a fee is payable. In this event the fee must be paid before the information is processed and released. The 20 day time limit for responses is suspended until receipt of the payment. If there is a fee payable we will write to you again to let you know the process in this event.

For your information, the Act defines a number of exemptions which may prevent the release of the information you have requested. We will assess whether any of the exemption categories apply to your request (as per PART 11 of the Act) and if they do, or if there is a delay due to the application of an exemption we will write to you again.

If any further assistance in this matter is required, please do not hesitate to contact me.

Linda Wix
Corporate Governance Support Officer
Dudley and Walsall Mental Health Partnership NHS Trust

Contact Details:
External number: 01384 324523
Internal extension: 64523

Email: [email address]

Dudley and Walsall Mental Health Partnership Trust
Trust HQ
Trafalgar House, 2nd Floor
47-49 King Street
Dudley, DY2 8PS

Foi (DUDLEY AND WALSALL MENTAL HEALTH PARTNERSHIP NHS TRUST),

Dear Mr Stonard
Could you please confirm whether all your questions below relate to digital patient records and that when you refer to incoming mail you mean delivery of patient records for scanning?

Linda Wix
Corporate Governance Support Officer
Dudley and Walsall Mental Health Partnership NHS Trust

Contact Details:
External number: 01384 324523
Internal extension: 64523

Email: [email address]

Dudley and Walsall Mental Health Partnership Trust
Trust HQ
Trafalgar House, 2nd Floor
47-49 King Street
Dudley, DY2 8PS

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Foi (DUDLEY AND WALSALL MENTAL HEALTH PARTNERSHIP NHS TRUST),

1 Attachment

  • Attachment

    RE 2871 Freedom of Information request Electronic Digital Patient Records.txt

    3K Download View as HTML

Dear Mr Stonard

I sent you an Email last week (attached) seeking clarification about your FOI request. Can you please provide the information requested to enable me to respond to your request. If I do not hear from you by Friday 17 October I will close your request.

Linda Wix
Corporate Governance Support Officer
Dudley and Walsall Mental Health Partnership NHS Trust

Contact Details:
External number: 01384 324523
Internal extension: 64523

Email: [email address]

Dudley and Walsall Mental Health Partnership Trust
Trust HQ
Trafalgar House, 2nd Floor
47-49 King Street
Dudley, DY2 8PS

show quoted sections

Dear Foi (DUDLEY AND WALSALL MENTAL HEALTH PARTNERSHIP NHS TRUST),

Please discard the questions with reference to mail, these were worded incorrectly. Please just respond to the other questions. Thank you

Yours sincerely,

Daniel Stonard

Foi (DUDLEY AND WALSALL MENTAL HEALTH PARTNERSHIP NHS TRUST),

1 Attachment

Dear Mr Stonard,

 

Thank you for your email of clarification dated 15 November 2017, as a
result I have revised what I think is now your request by striking through
questions 4 and 5 below which I would be grateful if you can confirm is
correct. There are also a number of other matters highlighted in red below
that I would be grateful if you could clarify before we can response to
your request:

 

1.Does the trust manage the digitization of its patient records or is this
outsourced? Can you clarify that you mean the digitization of existing
hard copy patient records?

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?

 

3. What is the volume of patient record creation per day/week/month by the
trust (day forward records)? Please clarify what you mean by ‘volume of
patient record creation’ does this refer to the number of previous hard
copy records that are digitized in the given time frames. Can you also
please clarify the time frame of this aspect of your request

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?

 

4. If the service is provided in house how many staff are involved in:

a. Sorting the incoming mail

b. Distributing incoming mail

 

5. What is your average number of daily returned mail items?

6. Does the Council currently scan documents at department level? Can you
clarify that reference to the ‘Council’ means the Trust and that this
question refers to the scanning of documents at a department level
specifically in connection with the digitisation of previous hard copy
patient records?

7. Please outline which departments and average daily volumes. Subject to
the clarification of Question 6, can you clarify what you mean by daily
volumes – do you mean the number of patient records rather than individual
documents within a patients record?

8. Is there a quality standard to adhere to within the trust? Can you
clarify that you mean a quality standard in connection with the
digitization of previous hard copy patient records?

9. Are there any special stationary types used? Can you clarify what you
understand by the term stationary types?

10. Does the trust scan other records than patient files? Can you please
clarify that you mean is the Trust digitizing other forms of record in the
Trust?

11. If yes could you please supply daily volumes of record scanning? Can
you clarify what you mean by daily volumes – do you mean the number of
records rather than individual documents within a record?

12. If yes, please also supply types of records which are scanned?

 

13. 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.

 

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

 

Regards,

 

Paul Lewis-Grundy

Company Secretary

Dudley and Walsall Mental Health Partnership NHS Trust

Trust HQ

Trafalgar House, 2nd Floor

47-49 King Street

Dudley, DY2 8PS

[1][email address]

[2]cid:image001.png@01D34677.3D01D860

 

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Dear Foi (DUDLEY AND WALSALL MENTAL HEALTH PARTNERSHIP NHS TRUST),

Paul, I am unable to see the points highlighted in red, instead I can only see my original list of questions. Could you please advise?

Yours sincerely,

Daniel Stonard

Foi (DUDLEY AND WALSALL MENTAL HEALTH PARTNERSHIP NHS TRUST),

1 Attachment

Dear Mr Stonard,

 

Thank you for your email of clarification dated 15 November 2017 and your
email earlier today, I am sorry that you couldn’t see my queries in red as
a result I have revised what I think is now your request by striking
through questions 4 and 5 below which I would be grateful if you can
confirm is correct. There are also a number of other matters which I have
highlighted in bold italics below after your questions numbered 1, 3, 6,
7, 8, 9 10 and 11 that I would be grateful if you could clarify before we
can response to your request:

 

1.Does the trust manage the digitization of its patient records or is this
outsourced? Can you clarify that you mean the digitization of existing
hard copy patient records?

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?

 

3. What is the volume of patient record creation per day/week/month by the
trust (day forward records)? Please clarify what you mean by ‘volume of
patient record creation’ does this refer to the number of previous hard
copy records that are digitized in the given time frames. Can you also
please clarify the time frame of this aspect of your request

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?

 

4. If the service is provided in house how many staff are involved in:

a. Sorting the incoming mail

b. Distributing incoming mail

 

5. What is your average number of daily returned mail items?

6. Does the Council currently scan documents at department level? Can you
clarify that reference to the ‘Council’ means the Trust and that this
question refers to the scanning of documents at a department level
specifically in connection with the digitisation of previous hard copy
patient records?

7. Please outline which departments and average daily volumes. Subject to
the clarification of Question 6, can you clarify what you mean by daily
volumes – do you mean the number of patient records rather than individual
documents within a patients record?

8. Is there a quality standard to adhere to within the trust? Can you
clarify that you mean a quality standard in connection with the
digitization of previous hard copy patient records?

9. Are there any special stationary types used? Can you clarify what you
understand by the term stationary types?

10. Does the trust scan other records than patient files? Can you please
clarify that you mean is the Trust digitizing other forms of record in the
Trust?

11. If yes could you please supply daily volumes of record scanning? Can
you clarify what you mean by daily volumes – do you mean the number of
records rather than individual documents within a record?

12. If yes, please also supply types of records which are scanned?

 

13. 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.

 

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

 

 

Regards,

 

Paul Lewis-Grundy

Company Secretary

Dudley and Walsall Mental Health Partnership NHS Trust

Trust HQ

Trafalgar House, 2nd Floor

47-49 King Street

Dudley, DY2 8PS

New Email: [1][email address]

Telephone: 07776 488337

[2]cid:image001.png@01D34677.3D01D860

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Dear Foi (DUDLEY AND WALSALL MENTAL HEALTH PARTNERSHIP NHS TRUST),
Hello,

in running order:
1. correct, are the trust scanning patient files (paper) in-house or is it outsourced
2. If a new patient visit = a new record, how many new paper files are created daily. An average number will suffice.

6. This should read Trust and not council. Correct, the scanning of paper records at department level.
7. Either, or. What volumes of documents/files are scanned daily on average
8. Correct, for example: BS10008
9. Pre-printed inserts, barcoded files, separator sheets for scanning etc
10. HR files, Letters, etc any documents which are held and scanned, which are not medical records
11. As with 7.

Yours sincerely,

Daniel Stonard