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NHS Forth Valley migrates to the latest version of CCube Solutions’ EDRMS, undertaking its ‘paper

August 17, 2022 – CCube Solutions declares at present that NHS Forth Valley has successfully accomplished a mission-critical venture emigrate to the latest version of its electronic doc and records management system (EDRMS).

This is of serious operational and clinical significance to the health board given EDRMS has turn out to be the first database for all patient information. It is heavily used daily by over 5,000 registered users and, thus far, contains in excess of 13.5 million paperwork for circa 1.2 million sufferers.

Forth Valley Royal Hospital

One of 14 regional well being boards in Scotland, NHS Forth Valley offers healthcare to a inhabitants of more than 300,000 people in central Scotland – an area masking Clackmannanshire, Falkirk and Stirling. It employs around 8,000 staff in total.

In terms of implementing an general digital affected person report (EPR) for the organisation to satisfy its ‘paper lite’ and digital transformation targets, NHS Forth Valley’s technique has concerned integrating quite a few specialist IT methods and utilizing a scientific portal to provide clinicians and different health professionals easy access. EDRMS sits on the coronary heart of this as the general affected person information retailer, holding both scanned and ‘born’ electronic info which underpins a wide range of clinical services.

NHS Forth Valley is a long run customer of CCube Solutions courting back 16 years. The improve challenge started in the course of the Coronavirus pandemic and was lately completed.

Anne Fielding, NHS Forth Valley’s EDMS challenge team leader, explains, “Covid clearly delayed our progress, but we’re now absolutely operational with model 4. We love the system – it’s really easy to use, presents various instruments for managing paperwork and the reliability and speed of presenting larger documents by way of a browser is best. CCube Solutions has also been very aware of tailoring EDRMS to how we want to work.”

To complete the EDRMS update to version 4, all data needed to be migrated to suit the new platform structure which is totally web-based, supporting documentation written, customers trained and some IT infrastructure upgraded.

EDRMS model 4 delivers quite a lot of key benefits

  • Role-based access. The right digitised well being data are available on the contact of a button to workers at any time based mostly on their job perform and the way they wish to work.

    Vijay Magon, CCube Solutions’ managing director, says, “Essentially, we’ve put a lot of effort with model 4 to empower customers in order that they have a wider choice when it comes to how they use the system. They can actually configure it to suit their own needs and the data they need to see.”

    For example, a clinician in an outpatient’s division will doubtless need the system arrange so a dashboard is introduced showing them which patients are scheduled and their chronological order. They then just should click on on the person and the affected person record launches. A secretary could also be extra thinking about seeing the last referral letters after they login. The system can easily be modified so this is exhibited to them first.

    Administrative employees may have other system necessities such as the power to scan documents to a patient’s record, the merging and deleting of recordsdata, correcting data duplications and exporting info for GDPR and SAR [1] purposes. This can all be set up and tailored for them.

  • Different views of the document now offered. Users also can navigate a patient’s report in different ways depending on their requirements. For instance, ‘case note view’ instantly replicates the legacy physical paper notes with tabs used to divide every section or specialty. A new ‘timeline view’ has been launched. This exhibits a patient’s journey via the well being system and coverings given.

  • Extensive methods integration and interoperability capabilities. Given NHS Forth Valley makes use of a mixture of best of breed systems to make up its total EPR, system integration is essentially essential. Utilising non-proprietary software program requirements, EDRMS version 4 comes with a selection of document importers to facilitate this.

    Fielding says, “EDRMS helps HL7 message interfaces and APIs [2]. This means affected person data created in different systems or received via PDF may be routinely saved within the central EDRMS repository for clinicians to see in a single place.”

    For instance, HL7 messaging expertise is used to import data from methods corresponding to SCI Store and TrakCare, the well being board’s affected person administration system, along with communications generated as part of the Scottish Digital Dermatology Appointments Service (DDAS).

    Dr Fiona Craig, advisor dermatologist, explains, “We take care of a huge volume of sufferers. They’re requested to addContent their own pictures of their pores and skin condition for a clinician to review previous to a virtual session. This is then stored in EDRMS as quickly as acquired, along with clinical notes. Both are then easily accessed by opening the scientific portal.”

    Similarly, EDRMS is used to store SCI Gateway [3] messages acquired from around 50 GP surgical procedures in NHS Forth Valley’s catchment area. This helps streamline the GP to well being board referral process.

    Dr Jonathan Begley, a GP at Viewfield Medical Practice, Stirling, explains, “Once a patient is accepted by an acute speciality by telephone, acute referral documentation from our EMIS system can be sent electronically to NHS Forth Valley. This information is saved directly to the patient’s digital report which our secondary care colleagues then access. They open the medical portal and click on the scientific communications tab which takes them straight into EDRMS. This replaces utilizing e mail inboxes for specialities which large groups of rotating clinicians don‘t always have access to, such that it’s a pathway now embedded normally use – 450 referrals are made like this each month.”

    In addition, in the course of the Coronavirus pandemic, one other system – EDT Hub for Docman – was utilized by NHS Forth Valley to share Covid test outcomes stored in EDRMS back out to GPs, with meta data also supplied so that this info could be simply imported into their EMIS methods.

  • Expanded scanning capacity. As a part of the model 4 replace, additional server-based capture scanning capabilities have been introduced to streamline the paper digitisation process for NHS Forth Valley. This contains the power to scan both c0lour and black and white paperwork in one batch, together with features to improved high quality assurance.

Magon concludes, “NHS Forth Valley is certainly one of three well being boards in Scotland we help, the opposite two being NHS Orkney and NHS Grampian. Our EDRMS enhances affected person security, improves scientific effectiveness, will increase safety and saves money. With the discharge of model 4, we’ve made it much easier for health professionals to use the software as they want somewhat than being tied to how the IT works. That’s demonstrably shown at NHS Forth Valley the place EDRMS is now basically essential to deliver care at the level of need.”

[1] Subject Access Request

[2] Health Level Seven is a regular for exchanging info between medical data methods. API stands for application programming interface.

[3] Scottish Care Information is a national Scottish system which permits the mixing of major and secondary care computer techniques using safe Internet applied sciences.


About CCube Solutions
Headquartered in Milton Keynes, CCube Solutions is an impartial British supplier of enterprise content management software, comprising electronic doc and records management software program [EDRMS], workflow, digital varieties along with techniques integration. Founded in 1995, it has an established and confirmed monitor record working with Trusts and Health Boards to minimise their dependence on paper by capturing, storing, managing and delivering patient information on the point of want. The NHS is a major focus for CCube Solutions and has been for over 20 years. The firm has lately attained BSI certifications for a number of ISO Standards – 9001, 14001, 2700, 27701, and BS 10008 – demonstrating its commitment to abide with established standards for protecting delicate patient data held in the EDRM options in widespread use within the NHS.

For additional info, please visit www.ccubesolutions.com

For further info, please contact
Tom Herbst
Tom Herbst PR
T:07768 145571
Email: [email protected]

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