Electronic Patient Records & Document Scanning

Daniel Stonard made this Freedom of Information request to York Teaching Hospital NHS Foundation Trust

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Dear York Teaching Hospital 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

Freedom of Information Requests, York Teaching Hospital NHS Foundation Trust

Dear Mr Stonard,
 
York Teaching Hospital has received your request.
 
We have allocated the reference 387-18 and will contact you in due course.
The Freedom of Information Act allows a period of 20 working days for
response. The due date for our response to you is 6^th December.
Sincerely
 
 
Andy Thompson
Information Governance Team
 
 
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Freedom of Information Requests, York Teaching Hospital NHS Foundation Trust

28 Attachments

Dear Mr Stonard.

 

We write further to your email of 8^th November made under the terms of
the Freedom of Information Act 2000.

 

Please accept our sincere apologies for the delayed response. This is not
indicative of the service we provide and we are sorry if our delay has
caused you any inconvenience.

 

York Teaching Hospital NHS Foundation Trust's response against each
element of your request is shown below.

 

1. Does the trust manage the digitisation of its patient records on-site
or is this an outsourced service? There is currently no digitisation
programme

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 done
throughout the Trust’s sites by different staff and no number recorded.
Day forward paperwork produced across the Trust in selected areas.
Referral letters are scanned by Patient Access, Emergency Department scan
attendances, as does the Day Unit, Medical Elective Services and
Ambulatory Care Unit. The Physiotherapy team also scan for the
Musculoskeletal Service.

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)? 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? 66

6. Does the trust currently scan documents at department level? Yes, as
listed in Q3a.

a. If so, what hardware is used to scan records? Variety of off-the-shelf
scanners

b. How were they procured? Obtained through Purchasing

c. Who in the trust is responsible for the contract management and
procurement of these technologies? Each Budget Manager.

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). No record of volume but no back scanning is done. Departments
would include those listed in Q3a and Q9.

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

9. Does the trust scan other records than patient files? In addition to
the above, financial invoices and services, payroll records, procurement
documents and car parking documentation are scanned.

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? Adrian Shakeshaft, Head of IT
Infrastructure, [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). Please note
that it not within Trust Policy to share the names of our staff members
below Director level but all departments can be reached by telephoning the
Trust’s main switchboard on 01904 631 313.

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

 

Health Records Structure

 

[2]Head of Patient Access & Health Records York & East Coast
[3]Records Centre Manager York & East Coast
[4]Records Improvement Manager [5]Records Improvement
York Manager East Coast
[6]Records Team Manager York ,Records Team [7]Records Team East Coast ( x
Leaders York (x 3wte) ,Subject Access York (x 27.32wte) ,Subject Access East
2wte) Coast (x 1.5wte) ,Records Team
[8]Records Team York (x 46.56wte) Manager East Coast

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

We hope that the information supplied will be of use to you.

 

Yours sincerely

 

 

Andy Thompson

Information Governance

 

From: Daniel Stonard [mailto:[FOI #531259 email]]
Sent: 08 November 2018 21:26
To: Freedom of Information Requests
Subject: Freedom of Information request - Electronic Patient Records &
Document Scanning

 

Dear York Teaching Hospital 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

 

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