Electronic Patient Records and Document Scanning

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

Dear Lincolnshire Partnership 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

Lincolnshire Partnership NHS Foundation Trust

Dear Mr Stonard,

Many thanks for your email below requesting information from Lincolnshire Partnership NHS Foundation Trust.

Your request is being dealt with under the terms of the Freedom of Information Act 2000 and will be answered within twenty working days.

If you have any queries about this request, please do not hesitate to contact me.

Yours sincerely

FOI Officer

Lincolnshire Partnership NHS Foundation Trust
Trust Headquarters
St George’s Site
Long Leys Road
Lincoln
LN1 1FS
Email: [Lincolnshire Partnership NHS Foundation Trust request email]
CONFIDENTIALITY STATEMENT
DISCLAIMER: This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addessed. Therefore if the reader of this message is not the intended recipient, you are hereby notified that any dissemination, distribution or copying of this E-Mail is strictly prohibited.  Any views or opinions expressed are those of the author and do not necessarily represent the views of Lincolnshire Partnership NHS Foundation Trust unless otherwise explicitly stated.  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. 

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Lincolnshire Partnership NHS Foundation Trust

1 Attachment

Dear Mr Stonard,

 

Further to your Freedom of Information Request as per your original email
below.  Please find highlighted in red alongside your questions,
Lincolnshire Partnership NHS Foundation Trust response. 

 

1.Does the trust manage the digitisation of its patient records on-site or
is this an outsourced service?

We do not currently have a digitisation service

 

2. If outsourced who is the current provider, when did the contract start
and what is the contract term?
N/A

 

a. Was this contract awarded via any Frameworks e.g. CCS RM1063?

N/A

 

b. What is the cost of digitising patient records within the trust?

N/A

 

c. What is the cost of digitising patient records with outsourced
providers?

N/A

 

d. What are the trusts targets for having patient files scanned and
hard-copy notes available as digital images?

N/A

 

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?

This is undertaken as part of the SARs role; if an archived record is
pulled for a SARs request this will then be scanned into the EPR

2 staff manage this particular part of the process

 

b. Distributing (delivering or collecting) physical notes around the
estate?

N/A: electronic records are in use for current patients therefore there is
minimal movement of physical records.

 

c. Retrieving and collecting physical notes from on-site stores?

As 3b

 

4. What is the volume of patient record creation per day/week/month by the
trust (day forward records)? Information not recorded

a. Is the scanning of patient records linked to any Document Management
systems?
No

b. If so can you confirm which ones are used within the trust?

N/A

 

5. What is your average number of daily created paper records?

N/A

6. Does the trust currently scan documents at department level?

a. If so, what hardware is used to scan records?
Fujitsu and Ricoh scanners using Safecom

b. How were they procured?
Tender process

c. Who in the trust is responsible for the contract management and
procurement of these technologies?
Deputy Director of Informatics

 

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).
Single Point of Access Admin Teams, Community Teams, In Patient sites and
Information Governance departments

Scanning volumes not identified

8. Is there a quality standard to adhere to within the trust for scanning
paper notes?
Yes

 

9. Does the trust scan other records than patient files?

a. If yes could you please supply daily volumes of record scanning?
No

 

b. If yes, please also supply types of records which are scanned?
Corporate records i.e. finance

10. Can you please provide the contact details including email
address/format of the trust’s IT Director?

We would request that you write to the following address for the Director
of Finance:

Trust HQ

St George’s Site

Long Leys Road

Lincoln

LN1 1FS

 

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.

We would request that you write to the following address for the Deputy
Director of informatics:

Unit 9

The Point

Lions Way

Sleaford

NG34 8GG

 

b. Please also supply the details of those responsible for managing
patient records (scanning, physical storage and delivery etc).
We would request that you write to the following address for the Team
Leader Information Governance:

Unit 9

The Point

Lions Way

Sleaford

NG34 8GG

 

 

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

 

 

If you are dissatisfied with the handling of your request, you have the
right to request for an internal review. Internal review requests should
be submitted within two months of the date of receipt of the response to
your original letter and should be addressed to: FOI Department,
Lincolnshire Partnership NHS Foundation Trust, Trust Headquarters, Long
Leys Road, Lincoln, Lincolnshire LN1 1FS. If you are not content with the
outcome of the internal review, you have the right to apply directly to
the Information Commissioner for a decision. The Information Commissioner
can be contacted at: Information Commissioner’s Office, Wycliffe House,
Water Lane, Wilmslow, Cheshire, SK9 5AF.

 

Kind regards

FOI Officer

 

Lincolnshire Partnership NHS Foundation Trust

Trust Headquarters

St George’s Site

Long Leys Road

Lincoln

LN1 1FS

Email: [Lincolnshire Partnership NHS Foundation Trust request email]

 

 

CONFIDENTIALITY STATEMENT

DISCLAIMER: This email and any files transmitted with it are confidential
and intended solely for the use of the individual or entity to whom they
are addessed. Therefore if the reader of this message is not the intended
recipient, you are hereby notified that any dissemination, distribution or
copying of this E-Mail is strictly prohibited.  Any views or opinions
expressed are those of the author and do not necessarily represent the
views of Lincolnshire Partnership NHS Foundation Trust unless otherwise
explicitly stated.  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. 

 

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