Electronic Patient Records & Document Scanning

The request was successful.

Dear Western Sussex Hospitals 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 (Western Sussex Hospitals), Western Sussex Hospitals NHS Foundation Trust

Thank you for your request for information under Freedom of Information
Act 2000.

 

We are processing your request, and will write to you again shortly when
we are in a position to respond.

 

Yours Sincerely,

 

Dave Seller

 

Freedom of Information Administrator

Western Sussex Hospitals NHS Foundation Trust

01243 788122  Ext: 33481

 

Freedom of Information (Western Sussex Hospitals), Western Sussex Hospitals NHS Foundation Trust

6 Attachments

 

Daniel,

 

Request Under Freedom of Information (FOI) Act 2000

 

Further to your email of  12 April  2019 , the trust is now in a position
to give a response  to your request. 

 

***** FOI REQUEST & OUR RESPONSE****

 

Under Section 1(1)(a) of the Freedom of Information Act, the Trust can
confirm that it holds information relevant to your request and this has
been provided where possible below.

 

 

 

 

 

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

 

2. If outsourced who is the current provider, when did the contract start
and what is the contract term?  Hugh Symonds, start date July 2015, term
is five years

a. Was this contract awarded via any Frameworks e.g. CCS RM1063? Awarded
via a framework, NHS Commercial Solutions ref 2365-409

b. What is the cost of digitising patient records within the trust? This
is a new service that is still being developed so we have no costs to date

c. What is the cost of digitising patient records with outsourced
providers? Exempt under Section 43(2) **

d. What are the trusts targets for having patient files scanned and
hard-copy notes available as digital images? This is part of our IT
strategy.

 

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 still
in POC stage

b. Distributing (delivering or collecting) physical notes around the
estate? Approx. 80

c. Retrieving and collecting physical notes from on-site stores?  Approx.
40

 

4. What is the volume of patient record creation per day/week/month by the
trust (day forward records)? 4000 per day

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? 1500

 

6. Does the trust currently scan documents at department level? Still in
POC stage

a. If so, what hardware is used to scan records? Kodak i4650 Scanners

b. How were they procured? Via CCN with current supplier.

c. Who in the trust is responsible for the contract management and
procurement of these technologies?  It is not the policy of Western Sussex
Hospitals NHS Foundation Trust to release details of individuals below
Trust Board level, these are detailed on The Trust’s website.

 

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).   Still in POC stage

 

8. Is there a quality standard to adhere to within the trust for scanning
paper notes?  No

 

9. 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?

 

10. Can you please provide the contact details including email
address/format of the trust’s IT Director?   It is not the policy of
Western Sussex Hospitals NHS Foundation Trust to release details of
individuals below Trust Board level, these are detailed on The Trust’s
website.

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? 
Medical records org charts attached

 

 

 

**The Trust is unable to provide a response to the indicated questions
above as this information falls under Section 43 (Commercial Interests) of
the Freedom of Information Act 2000.

 

 

 

 

 

If you require clarification or if we can be of any further assistance to
you, please do not hesitate to contact us at: [1][Western Sussex Hospitals NHS Foundation Trust request email]   

                                                              

Re-use of Public Sector Information Regulations 2005

 

The supply of information under the Freedom of Information Act is intended
to be for personal use only and does not automatically give the recipient
the right to commercially re-use it, for example, the right to publish it
or make it available to a wider audience [SI 2005 No: 1515 4(1)].

 

The Trust provides information under the Freedom of Information Act in
line with the template [2]Open Government Licence for public sector
information.  Should you wish to re-use any information in line with this
Licence then you are not required to take any further action.

 

The Open Government Licence allows you to re-use information freely and
flexibly, with only a few conditions.  If you wish to re-use information
outside of the Licence terms then please inform the Trust as unauthorised
re-use may be in breach of copyright law.

 

If you are dissatisfied with the outcome of your enquiry, you have the
right to appeal.  Please email us or write to:

 

Western Sussex Hospitals  NHS Foundation Trust
Freedom of Information Administrator

First Floor

Stillman House

St Richard’s Hospital

Spitalfield Lane

Chichester

PO19 6SE

 

If you are still not satisfied with the outcome of your appeal, you can
write to:

 

The Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Telephone: 01625 545700

 

We hope that you find the information provided helpful.

 

 

Yours sincerely,

                                                                                    
                                      

 

Dave Seller
Freedom of Information Administrator
Western Sussex Hospitals NHS Foundation Trust

Direct Dial: 33481
Hospital: 01243 788122

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