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DAY-FORWARD SCANNING SIGNIFICANTLY REDUCES COSTS FOR THIS NHS TRUST

NORTH BRISTOL HOSPITAL NHS TRUST MAKES PATIENT TREATMENT MORE EFFICIENT WITH ON-DEMAND SCANNING SOLUTION

“Throughout the project the NHSBSA were friendly and approachable. We received regular communications, immediate support when we requested records and they used a reliable courier service. Overall outstanding service from the NHSBSA.”

-Carolyn Press
Deputy Head Patient Records, North Bristol Trust

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KEY RESULTS

£1.4M

ANNUAL COST SAVINGS

135K+

MEDICAL RECORDS DIGITISED

7K+

FILES PER WEEK NO LONGER DELIVERED BY HAND

THE BACKGROUND

North Bristol Hospital NHS Trust (the Trust) is one of the largest hospitals in the UK serving people in Bristol, North Somerset and South Gloucestershire. The Trust sees around 1,300 outpatient and 200 inpatient attendances each day.

THE CHALLENGE

The Trust stored a total of 400k medical records off-site in two warehouses with a further 800k records held with off-site storage providers. Around 850 files were being delivered to the hospital and other premises each day.

Patients’ records could not always be found or retrieved in time for their appointments, meaning not all of the patients’ historical information was available to the clinicians.

KEY CHALLENGES

pay those bills

1.2 MILLION RECORDS AT MULTIPLE LOCATIONS

yellow papers emerging from an envelope

COMPLETE RECORDS NEED TO BE FOUND AND RETRIEVED IN TIME FOR PATIENT APPOINTMENTS

screenshot of programming language

APPROXIMATELY 850 FILES BEING DELIVERED TO DIFFERENT LOCATIONS PER DAY

THE SOLUTION

NHSBSA, which provides support services to the NHS, engaged with OPEX to discuss their requirements, and quickly established that the OPEX® Falcon® series of scanners was the best available product in the market for the type of work required, and invested in 15 Falcon machines for the work at hand. As NHSBSA’s workload has expanded, the investment in OPEX hardware has continued, to the point where there are currently 42 OPEX machines deployed across the NHSBSA estate – all capturing a combination of legacy and day forward medical record files, plus the notoriously difficult ‘Lloyd George’ GP files

The OPEX Falcon scanner is designed in such a way that it enables a single operator to deliver a single touch ‘prep and scan’ solution, quickly transforming unstructured paper files into structured file content alongside images and metadata – ready for onward processing and ingestion into EPR systems. The end result enables clinicians to make informed decisions about patients based upon the electronic information captured and presented for them.

THE FUTURE

The Trust’s current records library is stored in a warehouse on the outside of Bristol in order to make every record readily accessible and easily obtained. Once the scanon-demand system has been fully implemented, record storage can be moved to a less accessible and less expensive location, allowing the Trust to realize even greater cost-savings.