Discussion highlights digitisation of patient records at LYPFT

During a recent panel discussion convened by Health Tech Newspaper, representatives from Restore Information Management discussed their collaborative efforts to digitise patient records for Leeds and York Partnership NHS Foundation Trust (LYPFT). Key contributors to the panel included Carl Starbuck, Head of Information Governance and Data Protection Officer for LYPFT, along with Restore Information Management’s Stefan Chetty, director of digital services; Ted Reynolds, head of healthcare for digital services; Claire Colraine, national account manager; and Andrew Robertshaw, implementation manager.

The panel explored the substantial transition that LYPFT underwent as it shifted from a longstanding reliance on paper records to a fully integrated digital system, which operates effectively alongside the trust’s Electronic Patient Record System (EPR). In outlining the role of Restore Information Management, Stefan Chetty elaborated on the organisation’s support for the NHS through the entirety of the document lifecycle, encompassing physical records management, storage, retrieval, digitisation, data hosting, and secure destruction of physical records.

Stefan emphasised the significance of a detailed understanding of LYPFT’s existing physical records and future goals, stating, “it’s important to remember that this case study isn’t just about scanning paper records; a significant part of the success of the project was in the detailed, due diligence.” He acknowledged the complexities inherent in mental health trusts, where information can be spread across various formats and locations, necessitating a practical solution for consolidation.

Ted Reynolds further clarified the challenges associated with digitising patient records, particularly in mental health settings where the nuances diverge from acute care services. He noted considerations such as the longer retention periods for specific records, determining what should be digitised, and the cumbersome nature of navigating disjointed systems for accessing critical data. He remarked, “digitising patient records isn’t easy; there are many elements to consider, and in many cases there’s no clear starting point.”

Providing context, Ted described LYPFT’s operations, which encompass approximately 40 sites and more than 3,000 staff members delivering specialised mental health and learning disability services. He articulated that though cost savings were anticipated, the drive behind the digitisation initiative focused primarily on enhancing patient care, ensuring compliance, improving efficiency, and supporting a broader digital transformation strategy. “Digitising paper records would improve patient safety by making records available at the point of care,” he stated, explaining that the initiative would provide continuity as patients transitioned between different care settings.

The initial phase of the project required the assembly and scanning of over 35,000 patient records. Ted referred to this monumental task as a “gargantuan effort” that required meticulous logistics management. He underscored the need for a hybrid system that balanced digital capture of active cases while preserving paper records for inactive patients.

Touching upon project management, Ted delineated how a Requirements Analysis was conducted in partnership with Apira, a healthcare consultancy known for its expertise in Electronic Document and Records Management Systems (EDRMS). This analysis encompassed mapping internal processes, assessing logistics, managing resources, and implementing a change management strategy to guide staff through adaptations to their workflows.

The project involved a multi-phase approach, with a designated hub established in Leeds to facilitate the processing of records. By processing documents at this hub and a scanning facility in Manchester, the project eliminated the need for LYPFT staff to travel across the extensive operational landscape, streamlining efficiencies. A comprehensive approach also included creating a consolidated patient list to ensure compliance and operational efficiency during the scanning process.

After approximately 14 months of work, the project culminated in the establishment of a single platform that enables LYPFT to request and retrieve scanned records digitally. Ted shared that the end-result not only aligned with the trust’s original goals, but also delivered key statistical benefits, such as scanning 24 million images and digitising 27,404 case notes, leading to a significant reduction in the volume of physical files accessed monthly.

Carl Starbuck spotlighted the commitment to data quality throughout the digitisation initiative. He detailed how LYPFT employed rigorous quality assurance protocols initially, which then adjusted as confidence in the process grew. Referring to the reasons behind the successful partnership, Claire Colraine highlighted LYPFT’s determination and strategic collaboration with qualified partners. “They had a drive and a desire to make it work,” she stated.

From an implementation perspective, Andrew Robertshaw shared insights on both the successes and challenges encountered. He stressed the importance of mutual understanding and transparency between the trust and external partners to navigate the nuances of the digitisation process effectively.

The panel’s discussion underscored the complexity and potential advantages associated with transitioning to a digital record system in mental health services, marking a significant step towards enhanced patient care and operational efficiency within LYPFT.

Source: Noah Wire Services