Electronic Patient Records & Document Scanning

The request was successful.

Dear South Tees Hospitals 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

foi.admin (SOUTH TEES HOSPITALS NHS FOUNDATION TRUST), South Tees Hospitals NHS Foundation Trust

Dear Mr Stonard

 

Thank you for your request for information under the Freedom of
Information Act 2000 which was dated the 07 November 2018 and received by
the Trust on the 07 November 2018.

 

Your request will be processed within a maximum of twenty working days
from when we received your request unless otherwise informed.

 

In the event that some or all of the information you have requested is
exempt from disclosure, we will notify you of this. We will also contact
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If you need to contact me further regarding this request it would be
helpful if the reference number above could be quoted in any future
communications. 

 

Yours sincerely

 

 

 

 

Elisha Blair

Information Governance Officer

Corporate Directorate

 

Freedom of Information

Information Governance Department

 

South Tees Hospitals NHS Foundation Trust

Tel:  01642 854291

 

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foi.admin (SOUTH TEES HOSPITALS NHS FOUNDATION TRUST), South Tees Hospitals NHS Foundation Trust

1 Attachment

Dear Mr Stonard

 

Request for Information – Ref 5565

With reference to your request for information made under the Freedom of
Information Act 2000 please find attached a response on behalf of South
Tees Hospitals NHS Foundation Trust. 

 

If for any reason you are not satisfied with the information that we have
provided or you feel we have dealt with your request unfairly, you have a
right to complain.  Please send your complaint by email to
[1][South Tees Hospitals NHS Foundation Trust request email] by post to: The Information Governance Manager,
South Tees Hospitals NHS Foundation Trust, The James Cook University
Hospital, Marton Road, Middlesbrough, TS4 3BW 

 

If you are still not satisfied, further information about your right to
complain under Section 50  of the Freedom of Information Act is available
from the Information Commissioner’s Office, Wycliffe House, Water Lane,
Wilmslow, Cheshire, SK9 5AFand on The Information Commissioner’s website
[2]www.ico.gov.uk.

 

 

 

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Information Regulations 2005 by contacting the Head of Information
Governance using the email address above .

 

Yours sincerely

 

 

 

 

Elisha Blair

Information Governance Officer

Corporate Directorate

 

Freedom of Information

Information Governance Department

 

South Tees Hospitals NHS Foundation Trust

Tel:  01642 854291

 

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