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Scanning @ Southern

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

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  1. 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

  2. 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

  3. 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

  4. 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)

  5. 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

  6. 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%

  7. MAJOR RISKS TO BE MANAGED • Organisational preparedness • User acceptance of scanned medical record system • Confidentiality and security of the system

  8. 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

  9. PROJECT EVALUATION • Housekeeping • Barcode forms • Keep it simple • Small control group, minimise risk • What if questions • Start today

  10. Think Big, Start Small

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