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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 carol.sainsbery@southernhealth.org.au 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 Directorcarol.sainsbery@southernhealth.org.au0438 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