Electronic Patient Records & Document Scanning

The request was successful.

Dear Southport and Ormskirk Hospital 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

FOI (Southport and Ormskirk Hospital NHS Trust), Southport and Ormskirk Hospital NHS Trust

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FOI (SOUTHPORT AND ORMSKIRK HOSPITAL NHS TRUST), Southport and Ormskirk Hospital NHS Trust

Thank you for your Freedom of Information request, received below. Unfortunately there has been a delay in processing the request.

May I apologise on behalf of the Trust for an inconvenience caused by the delay in responding to your request. We are aware that the 20 working day deadline has not been met and endeavour to now resolve your request as soon as possible.

If the information is no longer required, or the request has changed since it was submitted, it would greatly appreciated if you could inform me by return email of any changes or withdrawal. Particularly at this time as we deal with urgent operational response to the current Public Health priorities.

If we do not hear from you within the next 30 days we will close this FOI

Once again, please accept my apology.

FOI Team

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FOI (SOUTHPORT AND ORMSKIRK HOSPITAL NHS TRUST), Southport and Ormskirk Hospital NHS Trust

Dear Daniel

 

Re: FOI 1920 624

 

 

Please find within a response to your request for information submitted
under the Freedom of Information Act 2000 to Southport and Ormskirk
Hospital NHS Trust, which for clarity I have included below.

 

Request with response in red:

 

1. Does the trust manage the digitisation of its patient records on-site
or is this an outsourced service? All required paper case notes are
scanned in. We currently scan all day forward paperwork in our in house
scanning bureau.

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? 48 hour SLA- 120, hour SLA
during winter pressure.

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? In house
scanning bureau has 11.8 wte staff.

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

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

4. What is the volume of patient record creation per day/week/month by the
trust (day forward records)? Currently around 6700 per week

a. Is the scanning of patient records linked to any Document Management
systems? Yes

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

5. What is your average number of daily created paper records? None

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

a. If so, what hardware is used to scan records? Scan to folders via MFD’s

b. How were they procured? MFDs are on a contract- 5 years with Konika
Minolta

c. Who in the trust is responsible for the contract management and
procurement of these technologies? IT department- Head of IT.

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). Medical Records and A&E departments. We scan an average of
45,000 images a day.

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? No

a. If yes could you please supply daily volumes of record scanning? N/A

b. If yes, please also supply types of records which are scanned? N/A

10. Can you please provide the contact details including email
address/format of the trust’s IT Director? The Trust does not have an 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. Steve Shanahan, Director of Finance
[1][email address]

b. Please also supply the details of those responsible for managing
patient records (scanning, physical storage and delivery etc). Martin
Graham Deputy Medical Records Manager [2][email address]

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

 

 

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[3]http://www.smart-survey.co.uk/s/78233NVEPO

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We hope that you will find the information provided both informative and
helpful. We also hope that you will be satisfied with the manner in which
we have dealt with your Freedom of Information request. If not, please do
let me know or you may ask for a formal review under the FOI internal
review procedure at Southport and Ormskirk Hospital NHS Trust. If you
would like a formal review please write to:

 

Trish Armstrong-Child

Chief Executive Officer

Southport and Ormskirk Hospital

Town Lane

Kew
Southport
PR8-6PN

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Telephone: 0303 123 1113, [4]www.ico.gov.uk

 

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Yours Sincerely,

 

FOI Team

 

 

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