1. Does the trust manage the digitization of its patient records or is this outsourced? At present we do not have digitized medical records

2. If outsourced who is the current provider, when did the contract start and what is the contract term? Not applicable

a. Was this contract awarded via any Frameworks e.g. CCS RM1063? Not Applicable

b. What is the cost of digitising patient records within the trust? Not Applicable

c. What is the cost of digitising patient records with outsourced providers? Not Applicable

3. What is the volume of patient record creation per day/week/month by the trust (day forward records)? None, assuming that this relates to scanned records

a) Is the scanning of patient records linked to any Document Management systems? Not applicable

b) If so can you confirm which ones are used within the trust? Not applicable

3. If the service is provided in house how many staff are involved in:
a. Sorting the incoming mail
BHH: 4 WTE daily
GHH: 2 WTE daily
SH: 0.5 WTE daily

b. Distributing incoming mail
BHH: 3 WTE (out of the above allocation of staff) daily
GHH: 2 WTE daily
SH: 0.5 WTE daily

4. What is your average number of daily returned mail items? 12

5. Does the Trust currently scan documents at department level? Yes

6. Please outline which departments and average daily volumes. We do not hold this information.

7. Is there a quality standard to adhere to within the trust? No

8. Are there any special stationary types used? No

9. Does the trust scan other records than patient files? Yes

10. If yes could you please supply daily volumes of record scanning? We do not hold this information

11. If yes, please also supply types of records which are scanned? We do not hold this information

12. Can you please provide the contact details including email address/format of the trust’s IT Director?
Stephen Chilton, Director of ICT, Stephen.Chilton@uhb.nhs.uk

a. If the IT Director is not responsible for digital transformation, please supply contact details, including email address/format of the person(s) who are.
Dr David Rosser, Medical Director, david.rosser@heartofengland.nhs.uk

13. Could you please supply a current organisational chart for medical records, digitisation services and digital transformation programmes?
Please see attached organisational chart for medical records. We do not hold such information for digitisation services or digital transformation programmes. MedicalRecords