“It’s been a huge project, the success of which is owed to Capita successfully providing a scalable solution to meet our clinician’s needs along with our close working relationship and joint drive to get it right.”
Janet Richards, Clinical Business Manager, Aintree NHS Foundation Trust
- Communications in - Scanning & data capture and document storage
Capita works with NHS organisations to optimise their medical records management. Among them is the Aintree NHS Foundation Trust for which Capita scanned 55.2 million pages (c. 350k files) of patient notes. Capita’s experience, infrastructure and secure environment were ideal to help the Trust rationalise and better utilise space and resources. Similar projects include scanning 30 million pages of armed forces medical records for the Ministry of Defence and, on a smaller scale, scanning deceased medical records for The Royal Orthopaedic Hospital Birmingham. We also work with the Liverpool Heart and Chest Hospital.
Healthcare organisations can realise significant operational and cost benefits when their medical records management is optimised. But the process is complex and the pitfalls are many. In response, Capita adapted its scanning, data capture and document management services to meet the unique requirements of this sector, with a particular focus on the NHS. Appreciating the difficulties physical medical records can create, we understand that a typical acute NHS trust:
- may have 800,000 medical records in storage, and growing by 5-10% per annum
- will organise patient note files into specialities e.g. oncology, obstetrics, orthopaedics, and also into “investigations”, and will include ECG charts, medical photography, investigation sheets (usually split by specialty) and often “mount” sheets;
- will need to observe complex retention and document destruction rules which differ according to medical specialty and patient circumstances
Capita has immense experience in scanning medical records, and this has helped them refine the ways in which they prepare files for scanning and indexing before releasing the information they contain back to the organisations as image and data files.
We transport, process, dispose or return records securely and swiftly to give healthcare organisations instant access to their patient records. The result is optimised on-going medical records management that drives productivity up and costs down.
This partnership delivered a range of benefits to the Aintree NHS Foundation Trust including:
- Improved staff productivity
Staff are redeployed into other roles rather than searching for, transporting and replacing physical files
- Reduced costs
Less money spent on storing and managing physical archives. Retrieving files from 3rd party archive businesses can cost as much as £20 per retrieval. Aintree NHS Foundation Trust has disclosed a Year 1 saving of £1.2m followed by a Year 2 saving of £700K
- More space
There is no requirement for the physical storage of paper records, releasing valuable space for clinical work and allowing the decommissioning of unsuitable buildings
- Accurate information reduces risk
Clinical risk has been minimised therefore improving patient safety as a result of documents being readily accessible. Files are always available for clinics, other patient attendances and multiple users where cases involve several different clinics
- Patient records instantly accessible to authorised staff
- Fully searchable medical information available 24/7
- Decreased clinical risk
- Increased patient safety
- Reduced waste of storage space and resources