Specialist document management company, Restore Information Management has launched a white paper entitled ‘Improving the health of your patient information’. The publication follows a consultation process across the NHS, to detail the need for transforming the way patient records are managed across NHS trusts and to outline considerations and best practices in doing so.
The company’s research revealed that paper records are currently taking up an average of 1,667 square metres per trust (and up to 6,500 sqm for the biggest hospitals).
Caroline Holmes, deputy director of patient data and records and Peter King, director of digital services and deputy chief information officer, at Mid and South Essex NHS Foundation Trust, highlighted key challenges in managing patient records: “The biggest challenges at Mid and South Essex NHS Foundation Trust are sharing paper records across our sites to support patient care, space constraints, resourcing needs to manage records safely and effectively, and the time taken to retrieve paperwork from storage.”
The white paper addresses some of the key challenges with keeping paper records in healthcare, including lack of space and the costs involved. It shares key considerations and a check list for digitisation, which covers: creating a data architecture that’s clear, logical and easy to use; creating archiving and retrieval processes; standardised metadata policies; data capture that covers everything from post-it notes to ECGs; establishing an electronic document management system; automatic ordering of patient notes; NLPs to help clinicians quickly find the information they need; and ensuring privacy for patient information.
They identify three benefits for better information management, including: freeing up clinical space while keeping patient information within easy reach; maintaining clear audit trails and making it easy to locate files; as well as document classification and intelligent data capture preventing time wasted on locating patient details.
Potential risks involved in switching to digital are documented, citing the fear of data breaches and cyber-attacks as “always looming large in our minds”, which can lead to a “lack of public trust”. While these fears highlight the importance of securing patient data, the focus is equally on ensuring compliance. Restore Information Management emphasise that accreditations provide reassurance, not just for patients but also for NHS trusts. With “decades of experience working with the NHS, Restore Information Management ensures compliance even after the patient’s information is no longer in your care”.
The document also outlines how implementing better information management “helps pave the way” when it comes to aligning trusts with the 10 Year Plan set out by the government.
“The government’s demand for reform in exchange for funding means change isn’t just desirable: it’s a necessity to get the funding NHS trusts desperately need. Engaging Restore Information Management offers an opportunity to get change today, unlock funding tomorrow, and smooth the path to digital in the future.”
Read Restore Information Management’s full white paper on Improving the Health of Your Patient Information here.
