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What is an Electronic Document Management System?

EDMS involves converting patient casenotes into electronic format so that they can be viewed, moved around and managed electronically on screen.

How will it work?

We are planning to install a high-tech electronic document management system which will meet our needs and change the way we work. We will be scanning casenotes and then storing the digitised notes within a sophisticated management system that will allow them to be available on screen, when and where they are needed, at the point of care. The casenotes will be accessible 24/7 by different people working in different locations at the same time.

Key Benefits

Patients deserve and expect the best care. If we are to remain one of the leading NHS hospital trusts in the country, we need to move into the digital age. EDMS will mean we can view patient details at any time and at any location across the Trust, immediately. This is a good thing for our patients and will vastly improve the patient pathway. As other hospitals introduce EDMS, our patients will expect us to do the same.

Improving the patient experience

By providing clinicians with all the information they need, at all times across the Trust, we will improve the patient experience. There will no longer be a need to cancel or delay a patient's visit to hospital because their casenotes are not available. All of the information we know about the patient will be readily available on screen, giving each patient we treat the confidence that we are working on their care in a joined up way.

Going paperless

We currently have approximately one million patient casenotes in nine medical records libraries across the Trust, a number which is increasing every day. The NHS has committed to being paper-less by 2018. We therefore need to step up the process of converting these notes into electronic records as soon as possible to meet this target.

We have been scanning the casenote archive for 20 years to free-up space for new casenotes within the main libraries, but on a much smaller scale than we intend to do in the future. In addition to the nine libraries, there are a number of smaller libraries and file stores within the Trust (e.g. Audiology) that do not form part of the main patient record. These are not included within the initial scope of this project at this stage

Improving patient safety

Currently multiple separate casenotes exist for the same patient due to the number of patient record libraries. Once the casenotes can be accessed electronically, the notes for a patient will be consolidated into a 'single' patient record, thereby improving patient safety. Ultimately the digitised case notes will become part of an overall Electronic Patient Record and will be a single source of patient information.

Security of patient information

Patient casenotes need to be stored and transported in a safe and secure environment. EDMS controls access to patient information and so improves auditing.The electronic case note also reduces the likelihood of losing a record.

More efficient

EDMS promises to save us time searching for notes, transferring notes from one site to another, analysing and comparing notes.

Champions leading the way

More than 400 staff have signed up as Champions to play key roles within the programme

The Transformation Through Technology Champions will receive in depth training to support their areas and help embed our new ways of working. They will also act as ambassadors within their specialist areas and link with the programme team to help resolve issues and escalate concerns.

If you would like to find out more about becoming a Transformation ThroughTechnology Champion, please contact your Operational Change Manager (OCM)

Smart Cards

It is estimated that around 4,000 staff need to get a new Smartcard to get secure access to the new systems being implemented as part of Transformation Through Technology.

Do you have a smartcard?

You need your own up-to-date Smartcard to access a number of the systems we will be using in the future. These systems include Lorenzo, our new Electronic Patient Record (EPR), SystmOne, the Electronic Staff Record and Single Sign-On (SSO).

Smartcards or NHS Care Records Service (CRS) Cards - are not the same as your ID badge or door access cards

Is it up-to-date?

Look at the 10 digit number on the back of the card, if the number starts with 05 or 06 it is up to date and compatible with the systems. However, if it begins 03 or 04, it is an older version and will need to be replaced.

Does it have a 4 number PIN?

Each Smartcard should have an associated 4 number PIN (like a bank card PIN number). If yours has any other password, it will need resetting.

If you answered ‘No’ to any of the three questions above please contact the Systems Access Team on ext. 15269.

A mobile Smartcard drop-in service is now visiting wards and departments to issue new Smartcards to staff, find out more