Dorset County Hospital

Ruth Gardiner

Chief Information Officer
Dorset County Hospital

“In line with our digital patient record strategy we were keen to incorporate the conversion of paper patient files to digital, but we did not have expertise in this process. As part of our managed service with our digital record supplier we were able to work with Secure Box Services (SBS) from the outset in designing the approach and associated processes for scanning. With SBS we have been able to work with an expert scanning organisation to develop a pragmatic approach with the credibility and expertise to support us with this hugely complex transition process.

The basis of the success in our digital transition from paper has been working within a managed service arrangement that incorporates the supplier of the digital record solution with the scanning provider and the Trust all working collaboratively together from the beginning.

The largest challenge for us was reconciling the need to provide active case note access at the same time as proceeding with the rollout of scanning. We were keen not to have to move notes off-site for this reason. SBS worked extremely flexibly with our digital record supplier to find the best solution to achieve this, including options for a mobile unit on the Trust site. In the end, we opted to use a suitable space in the Trust. SBS worked with our Health Records lead and Estates to set this up in line with optimal scanning and health and safety requirements.

Throughout our project with SBS the working relationship was very much a ‘can-do’ approach. SBS were very flexible and always wanted to assist with the inevitable hurdles that arise with any project. The SBS team were extremely helpful and I would go as far as to say the main staff we liaised with daily were exemplary.

Initially, SBS managed the scanning bureau with only their own staff and scanned the files as part of the managed service arrangement. As the project progressed, DCH staff were trained by the SBS team in the preparation, scanning and image upload processes, as well as the management of the bureau. This isn’t easy for a company to train staff to the best ability to take over a role, as it means that role is exiting, but this was done with professionalism throughout and a genuine desire to ensure this was successful for all parties. Training was consistent and throughout the DCH team felt totally supported.

The main benefit for me was that a full-scale scanning turn key solution was provided in line with the design and function of the digital record which was key to ensuring the best clinical engagement we could achieve. This was self-managed, leaving us to continue with BAU. Performing the scanning onsite was really positive and helped a smooth transition from paper to electronic. The phased approach from initially SBS staff performing all of the scanning through to handover to DCH staff worked very, very well through SBS’ professionalism in training and well-documented processes and procedures. This has ensured we were compliant with the BS10008 standards and through the high quality training we have received, this has enabled the now in-house service to maintain compliance with this standard.

Everything requested on this project was delivered and more. I would highly recommend Secure Box Services for any scanning requirement; they will assist you from the initialisation of the project through to execution and completion.”