Electronic Patient Records & Document Scanning

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Dear East Suffolk and North 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?

Yours faithfully,

Daniel Stonard

FOI Requests CGH, East Suffolk and North Essex NHS Foundation Trust

Dear Daniel,

 

Please be advised that we have received your request for information.

 

From 1st July 2018, Ipswich and Colchester Hospitals merged to become East
Suffolk and North Essex NHS Foundation Trust. Therefore, unless otherwise
specified, responses are on behalf of East Suffolk and North Essex NHS
Foundation Trust.

 

Your reference number is 5572

 

We shall deal with your request in accordance with the Trust's Freedom of
Information Act 2000 procedures.

 

In the meantime, if you have any queries, please do not hesitate to
contact us. Please direct any responses to the address supplied or email
[East Suffolk and North Essex NHS Foundation Trust request email]   

 

Kind regards,

 

Amy Witham

Freedom of Information Team

East Suffolk and North Essex NHS Foundation Trust

Email: [1][East Suffolk and North Essex NHS Foundation Trust request email]

 

show quoted sections

FOI Requests CGH, East Suffolk and North Essex NHS Foundation Trust

1 Attachment

From 1^st July 2018, Ipswich and Colchester Hospitals merged to become
East Suffolk and North Essex NHS Foundation Trust. Therefore, unless
otherwise specified, responses are on behalf of East Suffolk and North
Essex NHS Foundation Trust.

 

Thank you for your recent enquiry regarding information held by the East
Suffolk and North Essex NHS Foundation Trust:

 

Your enquiry has been dealt with in accordance with the Trust’s Freedom of
Information Act 2000 Policy and Procedures. We are pleased to enclose the
information you requested:

 

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

The Trust manages the digitisation of its patient records on-site.

 

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?

               34 WTEs directly involved in preparing/scanning at the
Ipswich site and 3.6 WTEs at the Colchester site.

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

               Staff at the Ipswich site no longer deal with the
distribution of physical notes.  2 members of staff are permanently
involved in the distribution of physical notes both to and from the Health
Records Centre at the Colchester site.

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

                             No staff at the Ipswich site are involved in
the retrieval and collection of physical notes from on-site stores.  36.75
WTEs are involved in the retrieval of physical notes in preparation for
clinics taking place at the Colchester site.

 

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

It is unclear what ‘patient record creation’ is – further clarity required
please.

 

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

                              There is a separate instance of the Evolve
EMR at each ESNEFT site.  Interfaces exist between the Evolve and the PAS
at each site (DXC’s Lorenzo at Ipswich and System C’s Medway at
Colchester).

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

                See response to question 4a.

 

5.                   What is your average number of daily created paper
records?

Further clarity required please.

 

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

No – only the ED Department at the Colchester site scan at departmental
level using a flatbed scanner – all other scanning of patient records is
done centrally by the Digital Records teams at the Ipswich and Colchester
sites using a total of 7 Kodak i4650 scanners.

a.            If so, what hardware is used to scan records?

                             n/a

b.           How were they procured?

                             n/a

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

                             n/a

 

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).

               The ED Department at the Colchester site retrospectively
scan CAS cards into a WinDip system (the average daily volume being 552).

 

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

               The Trust isn’t accredited with the appropriate ISO
standard related to the scanning of notes. 

 

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 ICT Director is Mike Meers
([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.

The ICT Director is ultimately responsible for digital transformation.

b.            Please also supply the details of those responsible for
managing patient records (scanning, physical storage and delivery etc).

                             The Trust’s Head of Digital Records is Mark
Jessup ([2][email address]).

 

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

                Organisational chart attached.

 

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We hope that we have been able to answer your query to your satisfaction
and that you find the information provided useful.

 

Regards,

 

Amy Witham

Freedom of Information Team

East Suffolk and North Essex NHS Foundation Trust

Email: [4][East Suffolk and North Essex NHS Foundation Trust request email]

 

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East Suffolk and North Essex NHS Foundation Trust, Turner Road, Essex, CO4
5JL

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