A selection of Fortrus customers have compiled a concise list of recommendations to any trust embarking on its digital journey. The information provided is intended to illustrate commonalities and lessons learnt to help them through the process of digitalising their records.
In general terms, is the aim of successful digitisation of medical records not to enhance the patient experience, while also providing a greater level of care? Therefore, is it not useful to draw on and learn from other organisations' experiences?
What every trust needs to know before going digital
Mark Magrath: commercial director at Basildon and Thurrock University hospital trust
• Ensure there is a business case with costs and benefits based on the experiences of deployments elsewhere
• Ensure the business case sits within a broader strategy for information management and technology, and that this in turn supports a broader strategy for the organisation. This ensures clarity on how the 'paperlite' journey supports the wider aims and objectives of the organisation.
• At the business case stage, identify a credible, senior clinical lead
• Get control of the paper processes before trying to digitise them. This includes standardising and barcoding paper forms, setting up a database of approved forms and controlling how new paper forms are introduced. Existing forms can be barcoded right from day one of the deployment.
• Take the opportunity to improve processes rather than automate and replicate existing paper-based processes
• Scan in colour. This may seem like a small point but there is often additional meaning or value derived from the colour. Visual cues are maintained within the case note and the documents appear familiar and easier to spot.
Sue Balmford: Electronic Patient Records program director at South Essex Partnership NHS foundation trust
• Review all documentation across the trust and agree a standard set. This can take time but investment in this process will be doubly rewarded. The review process should begin as early as possible within the project and will help to underpin the engagement of staff - which is key to success.
• Align and consolidate the wording across all clinical record documentation for standard terminology, length, format etc
• Agree the filing structure (indexation/tabs) for all documents within the electronic record
• Assess the IT literacy of your staff – identify 'super-users' and those with the greatest challenges
• Train all staff on a one to one basis - depending on their level of IT skills
• Ensure bank and shift workers are trained at the same time
• Work with clinical groups across all disciplines to identify key historical documents needed to support safe patient care, and scan just those key documents to the new system to achieve ease of use and efficiencies
• Include a clinician, who understands and can communicate the impacts of the changes from a clinical perspective, on the project team
• Ensure executive sponsorship and clinical governance throughout the whole project
Vaughan Lewis: consultant paediatrician and chief clinical information officer at Royal Devon & Exeter foundation trust
• Multi-professional clinical engagement
• Understand existing and future processes
• Ensure infrastructure (network, storage and end user devices) is fit for purpose
• Map interdependent systems to ensure appropriate interfaces are developed
• Trial EDM in an 'early adopter area' before widespread deployment
This content is controlled and produced by Fortrus
