Electronic Patient Records & Document Scanning

Daniel Stonard made this Freedom of Information request to Barts Health NHS Trust

Automatic anti-spam measures are in place for this older request. Please let us know if a further response is expected or if you are having trouble responding.

The request was successful.

Dear Barts Health 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

BARTSHEALTH, Foi (BARTS HEALTH NHS TRUST), Barts Health NHS Trust

Thank you for your email.
Please be aware that the Trust may take longer than usual to respond to
your request as we are anticipating increasing operational pressures due
to Covid19.

If you decide that you no longer require the information that you have
requested, we would encourage you to withdraw your request so that our
team can focus on other requests and our services can focus on other work.

Yours sincerely,

FOI Team
Corporate Affairs
Barts Health NHS Trust

show quoted sections

BARTSHEALTH, Foi (BARTS HEALTH NHS TRUST), Barts Health NHS Trust

Dear Daniel Stonard,

 

Your Request for Information: FOI-0573-20

 

Thank you for your recent request for information.  This will be processed
in accordance with the requirements of the Freedom of Information (FOI)
Act.

 Please be aware that the Trust may take longer than usual to respond to
your request as we are anticipating increasing operational pressures due
to Covid-19.

 

If you decide that you no longer require the information that you have
requested, we would encourage you to withdraw your request so that our
team can focus on other requests and our services can focus on other work.

 

The FOI Act defines a number of exemptions which may prevent the release
of the information you have requested. We will assess the material and if
any of the exemption categories apply, then the information may not be
released. We will tell you if that is so. If the information you request
refers to a third party then they may be consulted prior to a decision
being taken on whether or not to release the information to you. We will
let you know if that is the case and give you an indication of the
timescale for providing the information. There may be a fee payable for
the information you have requested. The fee must be paid before the
information is released. We will inform you if this is the case.

 

Information that we may provide in response to the FOI Act request will be
subject to copyright protection. You may ask if you can re-use the
information, perhaps for commercial purposes. Without the necessary
permission you can breach our copyright. To enquire about re-using Trust
information, please write to us at the above address or e-mail
[1][Barts Health NHS Trust request email] 

 

If you have any queries then please contact us at
[2][Barts Health NHS Trust request email] 

 

If you are dissatisfied with how your request has been handled, please
contact the Freedom of Information Co-ordinator to see if your concerns
can be addressed informally.

 

Alternatively, you can contact the Head of Information Governance.

 

Postal address:

Head of Information Governance

c/o Corporate Records Centre,

Barts Health NHS Trust,

Lower Ground Floor,

9 Prescot Street,

Aldgate, London E1 8PR

  

If, after  we have addressed your  complaint, you remain dissatisfied with
how we have responded, you are entitled to appeal to the Information
Commissioner (Tel: 01625 545 745). Details are shown at [3]www.ico.org.uk.

    

Yours faithfully,

 

Freedom of Information Co-ordinator

Barts Health NHS Trust

9 Prescot Street

London, E1 8PR

 

T: 020 7480 4866

Website: [4]www.bartshealth.nhs.uk  

[5][Barts Health NHS Trust request email] 

show quoted sections

BARTSHEALTH, Foi (BARTS HEALTH NHS TRUST), Barts Health NHS Trust

1 Attachment

Dear Daniel Stonard

Please find attached the Trust's response to your request. We sincerely apologise for the delay.

Yours sincerely

Freedom of Information Team
Barts Health NHS Trust
Information Governance (FOI)
Shape Your Story
Floor 9, 20 Churchill Place
London, E14 5HJ

Website: www.bartshealth.nhs.uk
[Barts Health NHS Trust request email]

Please note our new Freedom of Information email address – [Barts Health NHS Trust request email]

show quoted sections

Dear BARTSHEALTH, Foi (BARTS HEALTH NHS TRUST),

Hi, please only provide the information relevant to the health records department.

Yours sincerely,

Daniel Stonard

BARTSHEALTH, Foi (BARTS HEALTH NHS TRUST), Barts Health NHS Trust

Updated message January 2021:  

 

Please be aware that the Trust is experiencing significant operational
pressures in this wave of Covid-19. We may take longer than usual to
respond to your request and would encourage you to withdraw it if your
request is not time-sensitive or if you realise that you no longer require
the information that you have requested.   

 

Yours sincerely,

Freedom of Information Team
Barts Health NHS Trust

show quoted sections

BARTSHEALTH, Foi (BARTS HEALTH NHS TRUST), Barts Health NHS Trust

Updated message January 2021:

Please be aware that the Trust is experiencing significant operational pressures in this wave of Covid-19. We may take longer than usual to respond to your request and would encourage you to withdraw it if your request is not time-sensitive or if you realise that you no longer require the information that you have requested.

Dear Daniel Stonard

Your Request for Information: FOI-0038-21

Thank you for your recent request for information. This will be processed in accordance with the requirements of the Freedom of Information (FOI) Act.

The FOI Act defines a number of exemptions which may prevent the release of the information you have requested. We will assess the material and if any of the exemption categories apply, then the information may not be released. We will tell you if that is so. If the information you request refers to a third party then they may be consulted prior to a decision being taken on whether or not to release the information to you. We will let you know if that is the case and give you an indication of the timescale for providing the information. There may be a fee payable for the information you have requested. The fee must be paid before the information is released. We will inform you if this is the case.

Information that we may provide in response to the FOI Act request will be subject to copyright protection. You may ask if you can re-use the information, perhaps for commercial purposes. Without the necessary permission you can breach our copyright. To enquire about re-using Trust information, please write to us at the above address or e-mail [Barts Health NHS Trust request email]

If you have any queries then please contact us at [Barts Health NHS Trust request email]

If you are dissatisfied with how your request has been handled, please contact the Freedom of Information Team to see if your concerns can be addressed informally.

Alternatively, you can contact the Head of Information Governance & Data Protection Officer.

Postal address:
Head of Information Governance
& Data Protection Officer
Barts Health NHS Trust,
Information Governance
Shape Your Story
Floor 9, 20 Churchill Place
London, E14 5HJ

If, after we have addressed your complaint, you remain dissatisfied with how we have responded, you are entitled to appeal to the Information Commissioner (Tel: 01625 545 745). Details are shown at www.ico.org.uk.

Yours faithfully,

Freedom of Information Team
Barts Health NHS Trust
Information Governance (FOI)
Shape Your Story
Floor 9, 20 Churchill Place
London, E14 5HJ

Website: www.bartshealth.nhs.uk
[Barts Health NHS Trust request email]

show quoted sections

BARTSHEALTH, Foi (BARTS HEALTH NHS TRUST), Barts Health NHS Trust

2 Attachments

Dear Daniel Stonard

Please find attached the Trust's response to your request.

Yours sincerely

Freedom of Information Team
Barts Health NHS Trust
Information Governance (FOI)
Shape Your Story
Floor 9, 20 Churchill Place
London, E14 5HJ

Website: www.bartshealth.nhs.uk
[Barts Health NHS Trust request email]

Please note our new Freedom of Information email address – [Barts Health NHS Trust request email]

show quoted sections