18 May 2015 EDT Hub Project – University Hospitals Birmingham NHS Foundation Trust Dean Grinham and Steve Ryan

18 April 2023

EDT Hub Project – University Hospitals Birmingham NHS Foundation Trust Dean Grinham and Steve Ryan

– University Hospitals Birmingham NHS Foundation Trust (UHB) is a leading university teaching hospital.

– Staff of 7,500 people work across more than 40 disciplines.– On 16 June 2010 UHB’s new £545 million Queen Elizabeth Hospital

Birmingham opened. It is the largest single site teaching hospital in Europe. It has 1,213 beds, 30 theatres and the largest single floor critical care unit in Europe with 100 beds.

Introduction - Queen Elizabeth Hospital Birmingham

#LoveDocman National Docman User Conference 2013

EDT project - Aims and Benefits

• Patient Improve patient experience through fast transfer of clinical

outcomes/care plans

• Trust Achieve 24 hour turnaround of discharge letters to GP’s Improve time to communicate clinical information to GP’s Reduce admin costs associated with printing and posting letters Part of a wider trust EPR programme

• Primary Care Improve turnaround time of correspondence Reduce admin costs and time associated with manual scanning


EDT project background

• Project Sponsored by the Trust’s Chief Operating Officer

• Under the umbrella of Trust’s wider EPR Programme

• Procured EDT Hub in late 2009

• UHB IT Technical Development team work commenced: design, testing and implementation of document messaging from our EPR, Clinical Portal to EDT Hub – Clinical Portal Export Service (CPES)

• End points (practices) and clinicians (GP’s) configured on EDT hub

• Document sources identified: PICS Inpatient/Daycase Discharge Letters and all WinScribe digitally dictated clinical letters

• 3 month proof of concept project commenced 2010 with local PCT (South Birmingham) and 1 Docman practice (Bournbrook Varsity)


EDT project background - 2010 to 2011• Joint working continuing with PCT (now Birmingham and Solihull

Cluster) IT Department

• Further Docman practices enabled for EDT/configured on EDT hub

• Other document sources identified and implemented: ED (A&E) Discharge letters, neurophysiology reports, PICS Outpatient letters

• April 2010 – July 2011 Parallel running with printing and posting paper copies

• July 2011 - No print processes developed and implemented in 3 Trust generating systems (DPM Digital Dictation workflow application /PICS system discharge letters, ED (A&E) Oceano system discharge letters


Generating Systems

Generating system delivers to designated export folder

Document in documentum

Document in EDT Hub

EDT GP Practice collects

documents from EDT Hub

UHB – EDT Process – how it works

GP Practices

PICSWinscribeOceano (CSE)Medisoft

‘No Print’ flag – UHB reference table

CPES delivers it to EDT Hub if GP practice is

EDT active

CPIS delivers it to trust Clinical Portal

documentum repository

GP Practice can also view documents on the UHB GP Practice Page

Documents deposited into various GP systems eg. Emis LV, Emis PCS, isoft synergy, System 1 , Vision(INPS)

DOCMAN

Non-EDT GP Practices receive and scan paper copies of documents


EDT project background - where we are now

• 71 live ‘end points’ in Birmingham and Solihull Cluster

• 41 ‘no print’ practices

• Approx 25000 documents EDT’d per month

• Regional EDM (electronic document management) Board in place – chaired by CCGs, key stakeholders represented.

• Further rollouts planned to other practices in wider Birmingham area and beyond – 250 potential end

points


Challenges• Communication with GP Practices

– At outset of project this was led and coordinated by the PCTs.

– This year we are taking steps to improve direct communication between our trust and individual practices(necessary to manage expectations and respond to any issues)

• Document Generating Systems

– Ensure each system interfaces with no print capability – direct or via web services.

– Enclosures/attachments and linked documents – manual workarounds are in place

– Monitoring - reconciliation reports to ensure all documents created are sent via EDT


Challenges

• Changing working practices regarding ‘no print’– Mixed economy – multiple processes

(some no print some still require prints makes it more difficult to implement a new process)

• Support implications– Handling Rejections – duplicate printed copies and

incomplete documents (attachments and enclosures)– Working with Trust Service Improvement Team, admin teams

and local practices to improve document rejection rates.– Rejections – duplicate printed copies and incomplete

documents (attachments and enclosures)


Summary – key points