21680 - EDM

Question 1

Has your Trust digitised its active Health Records by scanning them to an E;lectronic Document Management (EDM) System?

If Yes, please proceed to Question 2

If No, please proceed to Question 3

Question 2

2.1) When did the Trust procure the system?

2.2) When did the system go live with the Trust?

2.3) If the projects roll-out has completed, when did the Trust reach a Business as Usual    (BAU) state?

2.4) Which EDM vendor has the Trust contracted with?

 

  • Reference:
    21680
  • Response:

    Question 1

    Has your Trust digitised its active Health Records by scanning them to an E;lectronic Document Management (EDM) System?

    Yes

    If Yes, please proceed to Question 2

    If No, please proceed to Question 3

    Question 2

    2.1) When did the Trust procure the system?

    2012

    2.2) When did the system go live with the Trust?

    2012

    2.3) If the projects roll-out has completed, when did the Trust reach a Business as Usual    (BAU) state?

    2013/14

    2.4) Which EDM vendor has the Trust contracted with?

    Formic

    2.5) Which scanning provider delivered the scanning contract? If this was delivered by an internal Trust scanning bureau or the Trust transitioned to internal scanning, please provide detail.

    Internal

    2.6) At the point of scanning records, was the Vendor or Internal Bureau accredited to BSI0008?

    Yes

    2.7) Which of the following statements best represents the scanning approach undertaken?

    1. a) All physical Health Records have been scanned to the EDM system

    The Trust has moved to electronic health records, accessible on ambulances, however when this is not available, all paper records completed are scanned to the system

    1. b) Only records required for upcoming attendances (On- demand) were scanned, all other

    records remained as paper and were destroyed in line with their retention profile.

    1. c) A mixture of On-demand scanning and scanning notes which had been historically active recently, leaving inactive notes as paper.
    2. d) No historic notes were scanned, instead only new records are digitised. The entire Health Records library is retained until each records retention profile is met.

    2.8) What, if any, benefits has the system provided and over what timeframe? Please define each benefit as Cash Releasing (CR), Non-Cash Releasing (NCR), Qualitative (Q) or Societal (S).

    CR and Q

    2.9) Is the Trust still capturing new information by scanning or have electronic forms been implemented? (eForms)

    As per 2.7a

    2.10) If eForms are in use, are these created within the EDM system or another application(s) such as an EPR/eObs or both?

    ePCR

    2.11) If the Trust is still scanning new content into the EDM, are the forms themselves barcoded (bForms) or are separate barcoded sheets used (Classification/Index?Separator Sheets)?

    Barcoded

    2.12) Who is responsible for the EDM system and any scanning activities?

    Compliance and Standards Lead

    Question 3

    3.1) Is the Trust currently considering options for implementing an EDM and/or scanning activities for Health Records.

    No

    3.2) Has the Trust prepared a Business Case to consider the benefits and costs of implementing an EDM solution?

    Yes – replacement ePCR solution

    3.2) Is the Trust waiting for central funding support before committing to approving any business case?

    No

  • Area:
    Trust wide
  • Category:
    • Risk and Governance
    • Information Technology
  • Month:
  • Year: