Electronic Patient Records & Document Scanning
Dear Velindre 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. 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
Dear Mr Stonard
Ref – CORP 2019- 39
Thank you for your request for the following information, which we
received on 17/04/2019.
Your request –
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?
We are currently processing your request and will write to you shortly.
We aim to respond to requests for information within 20 working days of
receiving the request.
If we are unable to respond in this time, we will contact you accordingly.
In the meantime if you have any queries then please do not hesitate to
contact us.
Yours sincerely
Julie Mann
Julie Mann
Pencadlys Ymddiriedolaeth GIG Felindre
Swyddog Cyfathrebu a Chydymffurfiad
2 Cwrt Charnwood
Heol Billingsley
Parc Nantgarw
Caerdydd
CF15 7QZ
Ffon - 029 20316951
E-bost: [email address]
A wnewch chi ystyried yr amgylchedd cyn argraffu’r neges hon
Velindre NHS Trust HQ
Communication and Compliance Officer
2, Charnwood Court
Heol Billingsley
Parc Nantgarw
Cardiff
CF15 7QZ
Tel - 029 20316951
Email: [email address]
Please consider the environment before printing this email
Dear Mr Stonard
Further to your request for information.
I am seeking clarification on your request, the Velindre Cancer Centre (VCC) and the Welsh Blood Service (WBS) are divisions of the trust which provide very different services.
The VCC is a nationally recognised specialist centre of excellence for the provision of non-surgical oncology including radiotherapy and chemotherapy; specialist palliative care. The Welsh Blood Service provides specialist immunohematology and collects, processes and delivers blood and blood products to hospitals across Wales.
Can you please advise if you are seeking information in relating to patients only at VCC.
I have placed your request on hold, pending your response.
Kind regards,
Julie Mann
Pencadlys Ymddiriedolaeth GIG Felindre
Swyddog Cyfathrebu a Chydymffurfiad
2 Cwrt Charnwood
Heol Billingsley
Parc Nantgarw
Caerdydd
CF15 7QZ
Ffon - 029 20316951
E-bost: [email address]
A wnewch chi ystyried yr amgylchedd cyn argraffu’r neges hon
Velindre NHS Trust HQ
Communication and Compliance Officer
2, Charnwood Court
Heol Billingsley
Parc Nantgarw
Cardiff
CF15 7QZ
Tel - 029 20316951
Email: [email address]
Please consider the environment before printing this email
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