Greater Glasgow & Clyde Health Board
Overview
This project offered us the opportunity to be part of an exciting development within Greater Glasgow and Clyde Health Board (‘NHS GGC’) to enable the Health Board to consider its long term future plans to utilise scanned record images in place of paper, and to that end, streamline the distribution of medical notes through a centralised portal for onsite health records staff across the Health Board.
The department in scope of this contract is part of NHS GGC Health Board and we have been providing them with storage and archive scanning services since 26th April 2010.
The project included the removal of items from the “under refurbishment basement” at the Western Infirmary where we had to accommodate and work alongside the works being carried out without loss of integrity to the data we were boxing up and recording.
We supplied the necessary resources of labour, boxes, indexing staff and full audit checks on the medical records in question relating to their retention dates and quality of information contained within them. The finished data was then made available to the medical records team to access via our bespoke online system Filetrak Web Office.
The project also involved removing untracked patient files from the archive and boxing up, cataloguing and indexing and then finally hosting this data again via our records management system - FileTrak Web Office.
How we fulfilled their requirements
GGC Beatson West of Scotland Cancer Centre had a variety of material, over 5000 boxes and 45,000 patient records in three separate locations across central Glasgow; two sites at the Western Infirmary and one at the new centre at Gartnavel.
The project included the following elements:
- Boxed and catalogued 41,000 records in total at the department’s site
- Secure storage of 41,000 records at our site in Livingston
- Provided access to our web based file management system (FileTrak Web Office) for them to be able to track the location of every record as it was transferred to us and ongoing so that they could manage all their retrieval and collection requirements
- Scan on demand solution - whereby the images are saved onto a portable memory device provided by NHS GGC’s IT department and delivered to them along with their hard copy retrievals. This trial provides an efficient interim method of providing an e-patient record solution
Highlights of the Project
Given the unique challenges’ that this project presented in terms of items which were in a relatively poor condition and required careful handling and boxing up, to medical records which had remained untracked for some years in a basement area, we fulfilled the contract, enabling a far more efficient means for NHS GGC to retrieve their patient records.
They are now stored tidily and securly at our Livingston storage facility, and our cataloguing and file indexing solution through using our electronic document management system, enables us to select the correct record each and every time for retrieval.
The success of this initial project has meant that we have subsequently provided a trial scanning project whereby all records required are scanned and saved onto an encrypted memory stick which is then delivered back to NHS GGC.
We have since delivered over 500 individual patient records which for over 5 years had been unavailable to GGC due their condition and location.
Contact Details
Name: Rosemary Twohig
Position: Head of Business Services for Greater Glasgow and Clyde NHS Beatson West of Scotland Cancer Centre
Address: Office Suite B, Beatson West of Scotland Cancer Centre, 1053 Great Western Road, Glasgow G12 0YN
Tel: Tel: 0141 301 7078
Email: rosemary.twohig@ggc.scot.nhs.uk
Contract Title: Storage and Archiving Service
