Streamline medical record digitisation

June 14, 2024

image: @dem10 | iStock

OPEX describes streamlining medical record digitisation with a simple, one-touch solution

In accordance with UK Government directives, the journey towards comprehensive digitisation within the healthcare sector has been firmly established.

Mandates stipulate that every constituent organisation operating within an Integrated Care System (ICS) should achieve a baseline level of digital maturity by March 2025. These milestones underscore the imperative for healthcare entities, both large and small, to embrace digital solutions for patient record management.

Central to this digital transformation is the shift from traditional paper-based records to electronic health records (EHRs) and digital care records. The goals are ambitious: 90% of NHS trusts were to have implemented EHRs by December last year, with the remaining 10% to follow suit by March 2025.

Similarly, adult social care providers registered with the Care Quality Commission (CQC) were expected to have migrated to digital care records by March 2024.

Optimising workflows with medical record digitisation solutions

In response to these directives, the demand for powerful document digitisation solutions has never been more pressing. Such solutions offer a myriad of benefits, ranging from the liberation of physical space to the optimisation of workflow efficiency. Hospitals stand to gain significantly from improved regulatory compliance and substantial cost savings on operational expenses by obviating the need for additional space dedicated to record storage.

Enter OPEX®, a trusted partner renowned for its expertise in delivering tailored automated scanning solutions within the healthcare sector. With a proven track record of assisting over 30 NHS Trusts across the UK, OPEX is well-equipped to address the unique challenges associated with medical record management.

Case Study: North Bristol Hospital NHS Trust

North Bristol Hospital NHS Trust (NBT) is a prominent healthcare institution grappling with the monumental task of digitising vast warehouses replete with patient records. With 1,300 outpatient and 200 inpatient attendances, NBT recognised the imperative to streamline its record management processes.

Before embarking on its digitisation strategy, NBT found itself encumbered by the storage of 400,000 medical records across two warehouses, alongside an additional 800,000 records housed off-site. The logistical challenges were manifold, with daily deliveries of approximately 850 paper files necessitating preparation for upcoming appointments. Instances of missing or delayed records impeded clinicians’ ability to access crucial historical information during patient consultations.

The optimal medical record digitisation solution from OPEX

In response to these challenges, NBT implemented an Electronic Document Management System (EDMS), enabling instantaneous access to patient medical records for its extensive staff complement. Collaborating with the NHS Business Services Authority (NHSBSA), OPEX Falcon® scanners were identified as the optimal solution for the complex task at hand.

Recognising the scale and intricacy of the digitisation process, characterised by a multitude of legacy documents in varying states of disrepair, the Falcon scanners offered unparalleled efficiency in capturing even the most challenging documents. The overall solution provided key results, including:

Reduction of property footprint.
Delivery of savings.
Decrease in storage costs.
Space utilisation.
Improved patient information.
Risk mitigation.

In summary, the journey towards comprehensive digitisation within the healthcare sector is well underway, driven by government directives and the imperative for enhanced efficiency and patient care. Through strategic partnerships with industry leaders like OPEX, healthcare organisations are empowered to navigate the complexities of digitisation with confidence, realising the transformative potential of modernised record management practices.