Electronic Patient Records & Document Scanning

The request was successful.

Dear George Eliot 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. 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?

5. Can you please provide the contact details including email address/format of the trust’s IT Director, CIO and any Digital Transformation executives?
a. Please also supply the details of those responsible for managing patient records (scanning, physical storage and delivery etc).

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

7. Are medical record libraries (physical patient file storage) managed within the trust by Trust staff on Trust premises or outsourced to a third-party?
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?
e: how much does the trust spend annually on outsourced storage contracts for patient files

Yours faithfully,

Daniel Stonard

geh@infreemation.co.uk, George Eliot Hospital NHS Trust

Dear Daniel Stonard

Request FOI/110

 

Request for Information made under the Freedom of Information Act 2000

Thank you for your request for information, received on 12/04/2021

We are currently processing your request and will contact you within 20
working days.

 

If you have any queries regarding your request, please do not hesitate to
contact us, quoting the reference number above in all communications.

 

Yours 

FOI Team

George Eliot Hospital NHS Trust

geh@infreemation.co.uk, George Eliot Hospital NHS Trust

Dear Daniel Stonard

Request FOI/110

Further to your request received on 12/04/2021, I confirm that the Trust
has now considered your request under the Freedom of Information Act 2000.

 

The Trust confirms that it holds the requested information. Please see the
response below

 

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1.Does the trust manage the digitisation of its patient records on-site or
is this an outsourced service? Onsite

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? Costs
are inclusive of the service provided by the Health Records Department as
a whole
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? No Targets set

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? 5
b. Distributing (delivering or collecting) physical notes around the
estate? Provided by Portering service - no specific number
c. Retrieving and collecting physical notes from on-site stores? Provided
by Portering service - no specific number

4. Does the trust scan other records than patient files? No
a. If yes could you please supply daily volumes of record scanning?
b. If yes, please also supply types of records which are scanned?

5. Can you please provide the contact details including email
address/format of the trusti¿½s IT Director, CIO and any Digital
Transformation executives? -Publicly available information on Trust staff
is available on the Trust website; [1]Meet the Trust Board
(geh.nhs.uk) [2]Contact us (geh.nhs.uk)
a. Please also supply the details of those responsible for managing
patient records (scanning, physical storage and delivery etc).
Patient Record Operational Manager/IT Services/Portering Service

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

7. Are medical record libraries (physical patient file storage) managed
within the trust by Trust staff on Trust premises or outsourced to a
third-party? Both
a: if outsourced who is the supplier? Iron Mountain/On-Site Storage
b: when was the contract issued and for what period? 2019 for 4 years
c: how many files/boxes are stored off site? 36,614 boxes
d: if trust libraries are in-house/on-site how many boxes/files are
there? 567.010 physical files
e: how much does the trust spend annually on outsourced storage contracts
for patient files? £78011.91 YTD to Feb 2021

 

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the Trust publishes Access to Information requests and responses on its
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Yours 

FOI Team

George Eliot Hospital NHS Trust

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