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Scanning @ Southern. Out with the old, In with the new Presenter: Carol Sainsbery Casey Hospital, Southern Health Carol Sainsbery Project Director [email protected] 0438 095 118 6 September 2007 HRT0713. KEY DRIVERS FOR CHANGE.

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Scanning @ southern
Scanning @ Southern

Out with the old,In with the newPresenter: Carol SainsberyCasey Hospital, Southern HealthCarol SainsberyProject [email protected] 095 1186 September 2007 HRT0713


Key drivers for change
KEY DRIVERS FOR CHANGE

  • Less than 12 months storage space in primary files

  • Fragmented MRs as a result of PMI consolidation

  • Reduce medical records management costs

  • Return valuable centrally located floor space

  • Increasing transport and off site storage costs


Key drivers for change cont
KEY DRIVERS FOR CHANGE CONT..

  • Slow and difficult record retrieval in emergency situations and across sites

  • Paper based records being unavailable at the point of care

  • Culling program difficulties in coping with the rate of increase


Aim of this project
AIM OF THIS PROJECT

  • Provide a one stop shop for viewing the scanned medical record

  • Provide immediate access to the medical record for any authorised user

  • Fully replicate all administrative functionality of the paper MR

  • Bridge to fully electronic health record (EHR)


Key changes implemented
KEY CHANGES IMPLEMENTED

KEY CHANGES IMPLEMENTED

  • Forms standardisation

  • Barcoding of all forms

  • The scanned record replicates an exact view of the paper medical record

  • Emergency Department clerks scan all ED records in “real time”

  • CPF software selected due to its simplicity, flexibility and capacity to be customised


Outcomes so far
OUTCOMES SO FAR

  • Reduce medical records clerical costs by 50%

  • Reduce time to move current medical records between sites by 100%

  • Reduce incidence of lost records to 0%

  • Reduce clinical access times for current medical record information by 100%

  • Improved time to provide test results for viewing in medical record by 95%


Major risks to be managed
MAJOR RISKS TO BE MANAGED

  • Organisational preparedness

  • User acceptance of scanned medical record system

  • Confidentiality and security of the system


Major risks to be managed1
MAJOR RISKS TO BE MANAGED

  • Vendor capability and capacity to deliver CPF solution

  • Capability of IT to meet business requirements

  • Interface of scanned medical record with paper medical record


Project evaluation
PROJECT EVALUATION

  • Housekeeping

  • Barcode forms

  • Keep it simple

  • Small control group, minimise risk

  • What if questions

  • Start today


Think big start small
Think Big, Start Small


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