‘’ImplementingGS1ThroughaHealthRecordsTrackingSolutionatBarking,Havering&RedbridgeUniversityNHSTrust’’Partofour‘’Digitalbydesign’’programme

AndrewRaynesITProgrammeDirector,BHRUT

FIND-IT

WHAT IS FIND-IT?

• OurprojecttoimplementRFIDbarcodesandtagsusingGS1GLNstandardstotrackHealthRecordsatBHRUT

• WenamedtheProjectFIND-IT becauseoftheobviouschallenges!

BEFORE AND AFTER

WHAT PROBLEMS WERE WE TRYING TO SOLVE?• CQCreportwhichchallengedourhealthrecordsmanagement

• Thelabour-intensivetraditionalhealthrecordslibrarymodel

• Limitedunderstandingofthewhereaboutsofrecords

• PoorandtimeintensiveuseofPASTracker(Medway)

• Complexflowsofhealthrecordsmeaning40%outofcirculationatanyonetime

• Upto10%ofrecordsnotbeingavailableatclinics=Cancelledclinics

Combinedtogetherthisresultedin:– Notesdifficulttofind;cliniciansdon’thavetheinformationtheyneed,large

numbersoftemporarynotes– Poorstaffmoralewithintheservice,frustratedcliniciansandpatients– Inefficient‘stickingplasters’withaheavyfinancialimplication– CQCinspectionlooming

IMPLEMENTING “FIND-IT”• Utilising iFIT from6PM• 5Monthprojectwent‘live’on28November2015• Notjustasuperficial‘add-on’oftechnology• Completeprocesschangeinthewaywemanagehealthrecords:

– Radicalchangeinourfilingmodelwithsupportingtechnology– Changefromterminaldigittolocationbasedfiling.600,000recordsbarcoded– StaffcanquicklytrackusingiFITsoftwareandGS1barcodes forlocationsand

trackingmanagementofhealthrecords– Reducestheamountoftimerecordsspendoutofthemainfile– RFIDtechnologyincludingGS1certifiedGDTItaggingofcasenotes,mounted

readersandhandheldscannerswilltrackandlocatehealthrecordsaroundthebuilding

WHAT WILL IT ACHIEVE?

• Focusedonmainhealthrecordandmaternityrecords

• Morehealth recordsshouldbeinfile,(andweshouldknowwheretheyareiftheyaren’t!)

• Reducesthetimetakentopull,trackandfindrecords

• Shifttolocationbasedfilingmeansrecordsdonotneedtobesortedpriortofiling

• Theoverallprocesswillbestreamlinedallowingustoreleaseresources

• GS1complianceutilisingGLN,GDTI,GRAI,GSRNandSSCCidentificationkeysandcontributiontoourIGtoolkit

• NotesavailableWHENANDWHERE theyareneeded

HOW DOES TAGGING WORK?

ReadersareplacedatkeylocationsaroundthehospitalandtrackrecordsusingGS1GLNsshowingdirectionoftravelasthesystemisupdatedwithtagmovement.

WHO HAVE BEEN AFFECTED?

• Staff:Healthrecordhandlersaffectedassearchingbecomesmoreefficient

• Patients:TheRFIDiTrackingsolutionisacontingencyshouldahealthrecordbecomelostandnotbeareplacement fordaytodaytracking

• ConsultationswithstaffintheirareaswillmaximisetheimpactofFIND-IT

KEY BENEFITS• Circa135,000recordsarebarcodedandhaveRFIDtags,enablingbetter

intelligenceoflocation

• Recordfilingspeed isnow85perhourcomparedtopre-iFIT35perhour

• Thelocationbasedfilingsystemismuchquicker:

– Pre-iFIT,usingthemanualprocess(4+staff) tookasmanyas5daystofilecirca2000records

– Day1postgo-liveiFITenabled3membersofstaffinhealthrecordstofilecirca2000recordsinasingleday

• Thereisimprovedusersatisfactionwiththemajorityofuserspreferring thesystemtoMedway

• Infrastructure isnowinplacewhichsupportsall7GS1IdentificationKeysforcomplianceandprovidescapabilityoftaggingothertrustassets

• Cashreleasingsavingsachieved inphases

CONCLUSIONGoodoverall• Didweachievewhatwesetouttodo?YES andongoing• Go-Livewasasuccess• Somebenefitsrealised– wehaveoversightofourrecords!• Localandnationalusergroups• Appetitetorolloutwideruseofthetaggingfunction

GS1Specific Issues• GS1prefixmeantsizeofbarcodeschanged.Wehadtoincreasethefontsizeusedon

labels inorderforbarcodescannerstoreadeffectively• BHRUT’sGS1tagsmustbecustomprinted,increasingleadtimetoprocurestock• AsaPFIneedtojoinupthedotswithFM,internalsuppliersandTrustManagement

Issuesremaining• Initial increaseoftemporarynotes• Over-productivityinrecords• Staffnotfollowingbusinessprocesses(Pulllists,FulfillingRequests)• Reporting• NeedtoworkonourEDM

THANK YOU

AndrewRaynesITProgrammeDirectorIM&TDataCentreQueensHospital

BarkingHaveringandRedbridgeNHSTrustM:07581070197