The Isle of Man Department of Health and Social Care has set a target to achieve the removal of paper records by the end of 2018. The programme – which forms part of the Government-wide Digital Strategy – is a major commitment, building on the work already undertaken across many parts of the hospital. It is generally recognised that selecting an EDRM product is only part of the solution – the system must be implemented in a way that does not disrupt the hospital’s processes as a direct result of taking physical case notes out of circulation. IMMJ Systems has extensive experience of advising hospitals on the many potential scanning and implementation options available for the digitisation of patient case notes. Thanks to our implementation methodology and new intuitive technology called MediViewer, the Isle of Man is well on track to achieving its paperless digital milestone.
MediViewer™ was deployed at Noble’s Hospital on a specialty by specialty basis, one division at a time. This started with the Women and Children’s division before continuing with Surgical and then Medical. All divisions are now fully live and records are digitised in advance of upcoming outpatient appointments. Scanning is operating at full speed with approximately 1.5 million sheets of existing paper records being scanned every month. Around 70,000 sheets are scanned every working day. Once scanned, MediViewer™ allows multiple authorised healthcare professionals to search for any patient record simultaneously.
MediViewer – the solution
MediViewer™ has been developed by IMMJ Systems as an electronic document management solution, built specifically for healthcare and a paperless NHS. IMMJ Systems has teamed up with System C to provide integration of the MediViewer™ EDM with Medway EPR. MediViewer™ enables hospitals to scan, index and archive paper medical records and access them quickly through an intuitive user interface. MediViewer’s consistent look and feel can be used from almost any device and integrates with any standards-based electronic patient record solution.
The electronic document management system has been designed over a number of years with the input of healthcare and medical record professionals. MediViewer™ integrates with Medway (System C) patient administration system and electronic patient record system. The solution enables multiple healthcare professionals to easily search, retrieve and review any medical record simultaneously, while always keeping the clinical context of the original record. MediViewer™ does not rely on third party electronic document management software, as many electronic document and records management (EDRM) suppliers do, therefore enabling it to be implemented quickly and without unexpected overheads. The digitisation of patient records now gives faster access to patient information by multiple authorised healthcare professionals at the same time. This has resulted in better care for patients in the Isle of Man. MediViewer™ also saves a considerable amount of time which is currently spent filing, searching and retrieving paper notes. MediViewer™ reduces the amount of space currently used to store paper records by 90%!
Noble’s Hospital opted for a paper-light deployment initially with a view to introducing clinical noting and assessments in the near future. To support this, MediViewer™ Batch Manager functionality enables streamlined clinic preparation in addition to tracking documentation (back and forward scanning) throughout the scanning process. Temporary folders are used for each attendance and once digitised these are associated to the relevant encounter within MediViewer™. The new functionality means clinical and clerical staff can find and read all the relevant information about a patient quickly, when it is needed, from almost any web-enabled device. The project, once complete, will see in excess of 100,000 medical records turned into a digital format, with over 16 million sheets of paper being eliminated.