Electronic Patient Records & Document Scanning

The request was successful.

Dear North West Anglia 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

RABY, Colette (NORTH WEST ANGLIA NHS FOUNDATION TRUST), North West Anglia NHS Foundation Trust

Dear Daniel

 

Reference Number FOI 2019 - 299

 

Thank you for your request for information about electronic patient
records and document scanning at North West Anglia NHS Foundation Trust.

 

We anticipate being able to provide a response within the timescales
allowed under the Act.

 

In the meantime if you have any questions regarding this request please
contact us directly quoting the reference number above.

 

North West Anglia NHS Foundation Trust was formed on 1^st April 2017 and
comprises of Peterborough City Hospital, Hinchingbrooke Hospital and
Stamford & Rutland Hospital.  The Trust also provides community clinics at
Princess of Wales Hospital in Ely, Doddington Hospital and North Cambs
Hospital in Wisbech.  Further information is available via our website
[1]www.nwangliaft.nhs.uk.

 

Any future Freedom of Information requests should be addressed to North
West Anglia NHS Foundation Trust using the email address below.

 

The Freedom of Information Team

Hinchingbrooke Hospital

North West Anglia NHS Foundation Trust

[2][email address]

 

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LAY, Kellie (NORTH WEST ANGLIA NHS FOUNDATION TRUST), North West Anglia NHS Foundation Trust

1 Attachment

Ref: FOI/2019/299

 

Dear Daniel

 

Thank you for your recent enquiry under the Freedom of Information Act.
Please find your response detailed below.

 

Requesters Question and Trust Response:

 

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

Outsourced service for Peterborough City Hospital and Stamford & Rutland
Hospital only

2.      If outsourced who is the current provider, when did the contract
start and what is the contract term?

Iron Mountain

a.       Was this contract awarded via any Frameworks e.g. CCS RM1063?

Sprint II - SCC

b.       What is the cost of digitising patient records within the trust?

Not applicable

c.       What is the cost of digitising patient records with outsourced
providers?

0.016 per image

d.       What are the trusts targets for having patient files scanned and
hard-copy notes available as digital images?

Emergency requests within 4 hours                      

Routine requests within 72 hours

3.      If the patient file scanning is provided in house how many staff
are involved in:

Not applicable

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)?

Monthly average is 46890

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?

Kainos evolve

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

Monthly average is 46890

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

No

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

Not applicable

b.      How were they procured?

Not applicable

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

Not applicable

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).

Inpatient, Outpatient, ED and Loose Filing (secretarial teams) are sent
off site for scanning

Monthly volumes

Inpatient = 6524

Outpatient = 28048

ED = 4918

Loose Filing = 7398

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

Follow the correct procedure for prepping day forward packs for scanning.

9.      Does the trust scan other records than patient files?

No

a.       If yes could you please supply daily volumes of record scanning?

Not applicable

b.       If yes, please also supply types of records which are scanned?

Not applicable

10.   Can you please provide the contact details including email
address/format of the trust’s IT Director?

The Trust does not have the role of 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.

Deborah Dearden, AGM Health Records/EDM Outpatients

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

Deborah Dearden, AGM Health Records/EDM Outpatients

Diane Quinn, Health Records Manager

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

Attached

 

Please note that this response has been provided within the 20 working day
timeframe as stipulated in the Act.

 

North West Anglia NHS Foundation Trust was formed on 1^st April 2017 and
comprises of Peterborough City Hospital, Hinchingbrooke Hospital and
Stamford & Rutland Hospital.  The Trust also provides community clinics at
Princess of Wales Hospital in Ely, Doddington Hospital and North Cambs
Hospital in Wisbech.  Further information is available via our website
[1]www.nwangliaft.nhs.uk.

North West Anglia NHS Foundation Trust would like to ensure that the
information provided, following your request for information, was helpful
and appropriate.

We would be grateful if you would take a few minutes to complete the
following survey, your reply will be treated in confidence and be used to
improve the service we provide [2]https://www.surveymonkey.co.uk/r/3W36KZD

 

If you disagree with our decision or are dissatisfied with how we have
dealt with your request in the first instance you may contact me on the
following email address [3][North West Anglia NHS Foundation Trust request email] to request an internal
review.

 

Should you remain dissatisfied with the outcome you have a right under s50
of the Freedom of Information Act to appeal against the decision by
contacting:

 

Information Commissioner

Wycliffe House

Water Lane

Wilmslow

SK9 5AF

 

Yours sincerely

 

 

FOI Team

Hinchingbrooke Hospital

North West Anglia NHS Foundation Trust

 

[4][email address]

 

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