Electronic Patient Records and Document Scanning

Daniel Stonard made this Freedom of Information request to University Hospitals Coventry and Warwickshire NHS Trust

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

Dear University Hospitals Coventry and Warwickshire NHS 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

Freedom Of Information (RKB), University Hospitals Coventry and Warwickshire NHS Trust

Dear Daniel,

I acknowledge receipt of your Freedom of Information request received on 27th July 2018. We are currently considering your request and anticipate getting back to you within 20 working days.

Kind regards

Heidi

Heidi Ludford
FOI and Access to Health Records Officer
University Hospitals Coventry & Warwickshire NHS Trust
CSB Room 20018
Clifford Bridge Road
Walsgrave
Coventry
CV2 2DX

Internal 29140
Direct Line 024 76969140
Email [email address]

DISCLAIMER: This email and any attachments are confidential and may be privileged or otherwise protected from disclosure. If you are not the intended recipient you must not copy this message or any attachment or disclose the contents to any other person, nor take any action in reliance of its contents: to do so is strictly prohibited and may be unlawful. If you have received this message in error please accept our apologies and contact us at the address below or by email at [email address]
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The information contained in this email 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 email and your reply cannot be guaranteed.
Address: UHCW NHS Trust, Executive suite, 3rd Floor Rotunda, University Hospital, Clifford Bridge Road, Coventry, CV2 2DX

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Freedom Of Information (RKB), University Hospitals Coventry and Warwickshire NHS Trust

3 Attachments

Dear Daniel

 

Please see attached our response to your recent FOIA request.

 

Regards

 

Angela Selvam

FOI and Access to Health Records Officer

University Hospitals Coventry & Warwickshire NHS Trust

CSB Room 20018

Clifford Bridge Road

Walsgrave

Coventry

CV2 2DX

Internal   28761

Direct Line  024 76968761

 

DISCLAIMER: This email and any attachments are confidential and may be
privileged or otherwise protected from disclosure.

If you are not the intended recipient you must not copy this message or
any attachment or disclose the contents to any other

person, nor take any action in reliance of its contents: to do so is
strictly prohibited and may be unlawful. If you have received

this message in error please accept our apologies and contact us at the
address below or by email at [1][email address]

Any files attached to this email will have been checked by us with virus
detection software before transmission. You should

carry out your own virus checks before opening any attachment. UHCW
(University Hospitals Coventry and Warwickshire NHS Trust)

accepts no liability for any loss or damage which may be caused by
software viruses.

Any views or opinions expressed are those of the author and do not
represent the views of the Trust unless explicitly stated.

The information contained in this email 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 email and your reply cannot be guaranteed.

Address: UHCW NHS Trust, Executive suite, 3rd Floor Rotunda, University
Hospital, Clifford Bridge Road, Coventry, CV2 2DX

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