Methodology and fulfillment process
Meditech Solutions provides a seamless and complete outsourcing solution for better control of data output, effective information management, distribution, retrieval and Storage.
Before undertaking the project, MediTech Solutions will have detailed discussion with the organisation to identify their requirements and will conduct a quick review of your clinical systems and of any coding systems being used. We would then setup a protocol for creating patient summaries, which would dictate which information goes into the patient summaries.
We have put together a suite of services to help health organisations such as GP Surgeries, Hospitals, Local Service Providers (LSPs) and GP Consortia, to meet their electronic patient record targets and qualify for additional QOF points, helping to project an efficient image of the organisation. We are aware that different organisations have varying degrees of internal resources dedicate to this strenuous and humongous tasks, therefore we offer a “pick and choose summarisation menu” in order to fit-in with your organisation operational requirements and economical constraints.
Our streamlined process is designed to cause minimal or NO interference in the normal day-to-day running of the surgery. The overall process is as follows:
1. PREPARING THE PATIENT RECORDS
This stage requires organising the paper versions of the patient records, by extracting all the paper sheets from the Lloyd George envelopes or the A4 patients’ file wallets to:
- Straightening/unfolding the sheets,
- smoothen the creases out,
- removing any tags/staple pins/tape and
- Organising those sheets in the chronological and increasing order of the sheets size so they can be scanned effectively and efficiently.
This is an important process that assists in the summarisation process at a later stage and also helps with the quality control along with the all important checking process to identify if any information may be missing.
The Lloyd George cards along with the rest of the sheets are then repackaged and filed back in the original
wallet/file cover after the scanning process.
2. SCANNING AND UPLOADING THE PATIENT RECORDS
Once all the patient records have been prepped, the documents are scanned in duplex mode to scan both the front and back of all the documents in patient medical record file(s) including both sides of the wallet. These then are uploaded to our fully secure and ISO27001 accredited Datacenter in the UK via a secure, NHS CfH approved data transfer environment.
We hold a full audit history for every record scanned at any stage. For this reason, all medical records would be colour coded to distinguish between records which are prepped, scanned or awaiting scanning. So, even if any of the records are removed off the shelves or taken out of the records storage room and then placed back at a later stage, we can easily detect such records with help of this colour coding mechanism.
We take pride in the high standards of the final output as the scanned image from our system would provide exactly the same readability as the original physical paper copy and even offers advance features such as rotation, inversion, flip, deskew and ability to zoom into specific section of the page etc to further enhance the viewing experience. Also, the scanned images ensure that the GP Practice meets their obligations under legislation such as the Data Protection Act and the Freedom of Information Act. I-Docx conforms to BSI PDC 0008, 0009, 00010 for legal admissibility of documents in a court of law. It also complies with ACCA, ICAEW ,HMRC, FSA, FDA regulations and all of the Caldicott guidelines.
We can also provide an ‘Electronic Data Management’ solution to the surgery that would enable to retrieve and/or review all patient records electronically, providing instant access and information sharing amongst clinical/admin staff. This would not only enable the practice to operate in a ‘paperless’ working environment but also save a fortune in document management, storage and maintenance costs. All patient records in our EDM solution would be indexed on customised parameters that will enable you to search for a patient record on the basis of name (surname/forename), NHS-ID, DOB and much more.
3. SUMMARISATION OF THE PATIENT RECORDS
Once uploaded to our secure servers, our highly qualified and experienced team of doctors, who are well
versed in the art of medical summarising, will summarise the patient records in accordance with the protocols that is pre-agreed with the surgery as part of phase 1
Once summarised and satisfactory Quality Checked, the reports are made available for release back to the
surgery. We will create a customised solution to provide access for as many users as deem necessary by the client to access the patient reports at no extra cost at all. The surgery can then undertake any checks it so desires on the summarised records.
4. ENTERING PATIENT SUMMARIES IN SURGERY CLINICAL SYSTEMS
Once the summarised records have been checked by the surgery, then the next stage is to enter the data from the patient reports into the clinical data management system being used by the surgery. Depending on the system being used by the surgery, this might be either a manual or an automated electronic import process. We use HL7 (v3) messaging protocol/templates for uploading these data summaries into the clinical system.