Electronic Patient Records & Document Scanning

Daniel Stonard made this Freedom of Information request to Mid and South Essex NHS Foundation Trust

This request has been closed to new correspondence. Contact us if you think it should be reopened.

The request was successful.

Dear Mid and South Essex 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?

12. Are medical record libraries managed within the trust or outsourced?
a: if outsourced who is the supplier?
b: when was the contract issued and for what period?
c: how many files/boxes are stored off site?
d: if trust libraries are in-house/on-site how many boxes/files are there?

Yours faithfully,

Daniel Stonard

Freedom of Information Requests

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Kind regards

Nicola Frost
Freedom of Information Manager – MSE Group
Corporate Governance & Membership Services
Mid and South Essex NHS Foundation Trust
Southend University Hospital, Prittlewell Chase, Westcliff-on-Sea, Essex SS0 0RY
Tel: 01702 435555
Email: [email address]<mailto:[email address]>

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3 Attachments

Dear Mr Stonard,

 

Thank you for your Freedom of Information request dated 10.11.2020, which
has been handled under the Freedom of Information Act 2000 (FOIA). 
Firstly may I apologise on behalf of the trust for the delay in providing
your response, which was primarily due to the demands upon all areas of
the trust during the pandemic.

 

Your request and our response are as follows:

 

1.Does the trust manage the digitisation of its patient records on-site or
is this an outsourced service? - All services are managed by the Trust. 
There is a small volume of records that are scanned by an outsourced
service on a short term arrangement.

 

2. If outsourced who is the current provider, when did the contract start
and what is the contract term? - EDM - Contract started April 2021
a. Was this contract awarded via any Frameworks e.g. CCS RM1063? - ESPO
390-18

b. What is the cost of digitising patient records within the trust? -
Unable to answer as cost is multi-faceted and not all costs easily
obtainable
c. What is the cost of digitising patient records with outsourced
providers? £66,000
d. What are the trusts targets for having patient files scanned and
hard-copy notes available as digital images? - Turnaround time for project
(scanning of non-current information) is scanned by the external provider
within 2 weeks of receipt.

 

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? - 83.13 WTE
within Health Records but other departments within the organisation also
scan and prepare files
b. Distributing (delivering or collecting) physical notes around the
estate? – 8.5 WTE
c. Retrieving and collecting physical notes from on-site stores? – Same
staff as in 3c

 

4. What is the volume of patient record creation per day/week/month by the
trust (day forward records)? - Approximately 3700 per month opened within
Health Records Teams but other departments open records as well (not
quantifiable)

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? - The Trust
scans health records into an in-house system, Lorenzo and Unity/Mobius.

 

5. What is your average number of daily created paper records? - Depends
on patient activity (approx 1.8m Outpatients and 302,000 Inpatients year)

6. Does the trust currently scan documents at department level? - a. If
so, what hardware is used to scan records? - Canon and Kodak Scanners
b. How were they procured? - Varied depending on number being purchased
c. Who in the trust is responsible for the contract management and
procurement of these technologies? - Digital Services Team and Procurement
as per local policies.

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)- This is not easily obtainable

8. Is there a quality standard to adhere to within the trust for scanning
paper notes? - ISO10008

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?

This information is to follow when it becomes available

 

 

10. Can you please provide the contact details including email
address/format of the trust’s IT Director? - Martin Callingham, Chief
Information Officer, [1][email address]
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 - N/A
b. Please also supply the details of those responsible for managing
patient records (scanning, physical storage and delivery etc) - Martin
Callingham, Chief Information Officer, [2][email address]

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

12. Are medical record libraries managed within the trust or outsourced? -
Managed within the Trust although there is some offsite storage with
external suppliers
a: if outsourced who is the supplier? - Restore and EDM
b: when was the contract issued and for what period? - N/A
c: how many files/boxes are stored off site? - 500,000 boxes
d: if trust libraries are in-house/on-site how many boxes/files are there?
- 1.6 million

 

 

Please be advised that Basildon and Thurrock University Hospitals NHS
Foundation Trust (BTUH) Southend University Hospital NHS Foundation Trust
(SHUT) and Mid Essex Hospital Services NHS Trust (MEHT) ceased to exist on
31 March 2020. 

 

Mid and South Essex NHS Foundation Trust (MSEFT), which was formed on 1
April 2020 by merger of Mid Essex Hospital Services NHS Trust, Basildon
and Thurrock University Hospitals NHS Foundation Trust and Southend
University Hospital NHS Foundation Trust, is now responsible for all
Freedom of Information requests concerning the three former trusts.

 

The Freedom of Information address for Mid and South Essex NHS Foundation
Trust is [3][email address].  All future requests should be sent to
that address, from which all responses to new requests will be sent.

 

I hope that the response that the Trust has provided is satisfactory. 
However, if you are dissatisfied with the way in which your Freedom of
Information request has been dealt with you can request an internal
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Kind regards

 

Nicola Frost

Freedom of Information Manager – MSE Group

Corporate Governance & Membership Services

Mid and South Essex NHS Foundation Trust
Basildon University Hospital, Nethermayne, Basildon, Essex, SS16 5NL

Telephone: via email

Email: [7][email address]

Visit our website: [8]https://www.mse.nhs.uk/

 

[9]cid:image001.png@01D63802.DF2F5700

 

 

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1 Attachment

Dear Mr Stonard,

 

Thank you for your Freedom of Information request dated 10.11.2020, which
has been handled under the Freedom of Information Act 2000 (FOIA). 
Firstly may I apologise on behalf of the trust for the delay in providing
the response to question 9, which was primarily due to the demands upon
all areas of the trust during the pandemic.

 

The information has been updated in our response below.

 

Kind regards

 

Nicola Frost

Freedom of Information Manager – MSE Group

Corporate Governance & Membership Services

Mid and South Essex NHS Foundation Trust
Basildon University Hospital, Nethermayne, Basildon, Essex, SS16 5NL

Telephone: via email

Email:  [1][email address]

Visit our website: [2]https://www.mse.nhs.uk/

 

Interested in becoming a Member?
[3]https://www.mse.nhs.uk/membership-and-go...

 

[4]cid:image001.png@01D63802.DF2F5700

 

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