- 50,000 paper files have already been scanned and made available to physicians electronically
April 7, 2022 – CCube Solutions announced today that the Blackpool Teaching Hospitals NHS Foundation Trust has implemented its Electronic Document and Records Management System (EDRMS) to preserve legacy and day-forward paper medical records as part of a substantial investment to provide digitally-enabled care.
The EDRMS project is part of a larger digital transformation program within the trust – to enhance clinical and organizational efficiency – which will also see a new organizational-wide EPR collection. The integration of the system and the two new platforms together.
The main entrance to Blackpool Teaching Hospital
Fully launched and ‘live’ today, 7,500 clinical staff will be trained to use CCube EDRMS to finally access all of the trust’s medical files – a total of about 650,000 patient records, all of which are in the process of being scanned. This will help the trust handle the busy workload of appointments to 32,000 outpatients per month, initially provided from its large Blackpool Victoria Hospital site.
EDRMS provides instant access to medical records, enhances patient safety through 100% note availability, improves clinical efficacy, enhances safety and audit, and saves money. This allows the storage areas to be converted into much needed clinical space.
Geoff Barrow, chief information officer at Blackpool Teaching Hospital, explained: “Covid has obviously delayed our progress with this project, but we are now fully working with EDRMS and focusing on getting rid of the paper. More than 50,000 paper records have already been scanned, each containing about 300 pages.
The Blackpool Teaching Hospital NHS Foundation Trust is located on the west coast of Lancashire and operates in a regional health economy catchment area that spreads across Lancashire and South Cumbria, with a population of 1.6 million and an estimated 18 million visitors to Blackpool’s coastal town. The Trust provides specialist tertiary care for cardiac and hematology services throughout the region, as well as hosts the National Artificial Eye Service.
The huge workload of scanning all paper notes is being done in two ways. First, the trust has invested in creating its own scanning division where 35 employees use 10 Opex Falcon scanners provided by CCube Solutions to process documents. Second, scanning has also been outsourced within the National Health Service to the NHS Business Services Authority (NHSBSA) – one of the largest specialist scanning operators in Europe – using the same Opex Falcon equipment.
The NHSBSA, a non-profit hand-leaning organization in the Department of Health and Social Care, has a long track record in document scanning, with expertise and tradition of processing all paper prescriptions in the UK, which is still in the millions.
Opex Falcon scanners are rated at 116 pages per minute at 300 dpi – the resolution is recommended to meet BS 10008, an optimal practice record standard for implementing and managing electronic data management systems including data storage, extraction and transfer.
Burrow said: “The CCube EDRMS is literally designed as an online version of the paper record and has six sections with which physicians are familiar. Makes it easy and intuitive for them to find. “
In light of the shift between paper and electronic notes, when physicians today log into the Trust’s Patient Administration (PAS) system, they are given a marker to show whether the patient’s record is digitally available or still in paper format.
Barrow added, “We are currently working on the details, but the strategy will be to accept scan-on-demand so that a patient is booked for an appointment, their notes are pulled from the library, prematurely digitized and then created. Available at CCube EDRMS. It then saves the removal of any paper files. “
The transition from paper to digital health records will provide a variety of other benefits:
- 100% note availability. Electronic health records are available to the right person at any time at the touch of a button. This avoids delays in treating patients – or even canceling appointments – if their paperwork is not readily available.
- Remote and multi-user access. Remote and multi-user access to health records is now distributed 24/7. The need for the ‘new normal’ and multi-disciplinary teams to work together on post-epidemic remote work – and at the same time it is important to look at medical notes for the care of an individual.
- Access to medical records will be granted in ‘context’. Since the trust is currently collecting a new organizational-wide EPR, once it is finalized and the software is installed, a link will be added so that physicians opening the patient’s record in the EPR can – in context – view the legacy digitized health record. EDRMS, too. It connects the two systems together.
- Security and information integrity are improved. Scanning records greatly improve the security of confidential patient information because files, once digitized, cannot be degraded, lost or misplaced. Data is backed up, entered into the system and audited, and the data lifecycle management rules applied to the data.
CCube EDRMS runs on Dell EMC server and storage systems at Trust’s two on-premises datacenters, dual-linked for flexibility to ensure system availability and uptime.
Vijay Magan, managing director of CCube Solutions, says, “Our research shows that a paper record is handled 10 to 15 times from storage to delivery. Not only is there a risk of infection as soon as people touch the paper, but the cost increases when files are requested every time and after. It’s great to help Blackpool Teaching Hospitals with this: an investment in saving the process of getting rid of paperwork that will greatly increase efficiency, improve staff productivity, and enhance the overall care provided to patients locally. “
 Electronic patient records
About CCube Solutions
Headquartered in Milton Keynes, CCube Solutions is an independent British provider of enterprise content management software, including electronic document and record management software. [EDRMS], Workflow, electronic form with system integration. Founded in 1995, it has an established and proven track record that works with trusts and health boards to capture, store, manage and distribute patient records in times of need to reduce their reliance on paper. The NHS is the primary focus of CCube solutions and has been around for over 20 years.
For more information, please visit www.ccubesolutions.com
For more information, contact
Tom Herbst PR
T: 07768 145571
Email: [email protected]