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onRECORD Transforms Occupational Health

Southampton University Hospital

Southampton University Hospitals Trust’s Occupational Health Department was facing an imminent relocation and an equally imminent dilemma, how to relocate 10 team members and 25,000 OH records into the new premises that could accommodate either the staff, or the records, but not both!!

Rob Prowting, the project manager of Allan Holmes Ltd, who was handling the move, thought he had a solution. Rob’s previous experience, working in the hospital’s Estates Department, had brought him into contact with MDT. onRECORD seemed to offer an effective way out of the space issue, plus the added bonus of considerably easing document search and retrieval.

Jean Piernicki, Occupational Health Nurse Manager, liked what she saw, and commenced the formal tender process for the scanning of the records and the installation of an effective software system.

MDT’s onRECORD won the tender process, as Jean could clearly see the potential for more than just managing the historic employee records.

Jean’s vision is of an almost completely paper-free environment – Step One is the scanning-in and secure destruction of some 25,000 past employee paper records. Step Two is to incorporate current employee records, which are now largely input direct in electronic format via PCs. “Being able to rapidly call-up past-employee records is incredibly valuable in a large NHS establishment such as Southampton University Hospitals Trust,” explains Jean. “Staff are remarkably mobile these days, and we frequently intake new staff who’ve already worked for us previously. Being able to easily access their OH records from the past-employee  database is a real boon, offering considerable time-savings to the OH Department, and often avoiding the need to otherwise duplicate details.”

Jean was also keen to link the new onRECORD system to the department’s OPAS management system, which was completed successfully.

The onRECORD system has been installed to provide OH records access for around 20 users, covering the doctors, nursing and clerical staff within the Occupation Health Unit.

MDT has also installed a scanning module to enable local staff to capture any additional paper records they are presented with, to prevent any future paper build-up, with the key information being automatically routed to the relevant index fields, to maintain the search criteria required  by Southampton. Data-population has been taken care of by MDT, scanning in some 25,000 past employee records, each with around 10sheets of information, indexing by family name, first name and date-of-birth.

New records are input into the system, indexed  as for past employee records, plus employee PIN, OPAS number and National Insurance number.

As well as designing and installing the system, and importing the current and past records as a fully-populated database, MDT provided full training, both for the system administrator and all users.

“This is the first time any system we’ve installed has proved to be better that I was expecting, and my expectation was that it would be hugely beneficial anyway!” enthuses Jean Piernicki.

“We saw an opportunity to not only deal with a paper-storage problem, but by a comparatively small incremental system-spend, to transform working practices and greatly improve our efficiency – MDT’s solution has met and indeed exceeded our expectations in this regard, and we are very pleased with the end results.”

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