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Request Form Scanning - Boon or Burden

Biochemistry North Glasgow. WORKLOAD1.2M samples/annum, 12M analysis/annumSITESGlasgow Royal Infirmary 40%Gartnavel General Hospital 30%Stobhill Hospital - 21%Western Infirmary 9%. Biochemistry North Glasgow. OVERALL STRATEGYCommon Analytical Platforms, QC, Standards etcCommon SO

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Request Form Scanning - Boon or Burden

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    1. Request Form Scanning - Boon or Burden? Colin Fletcher Biochemistry Department Stobhill Hospital Glasgow G21 3UW

    2. Biochemistry – North Glasgow WORKLOAD 1.2M samples/annum, 12M analysis/annum SITES Glasgow Royal Infirmary – 40% Gartnavel General Hospital – 30% Stobhill Hospital - 21% Western Infirmary – 9%

    3. Biochemistry – North Glasgow OVERALL STRATEGY Common Analytical Platforms, QC, Standards etc Common SOPs Common Computer systems Samples interchangeable between sites Centralised Routine Reporting Specialist work centralised on one site

    4. Centralised Routine Reporting REQUIREMENTS Form Scanning Telephone answering system Common SOPs Adequate secretarial support

    5. Scanning - Advantages Image of request form available on all sites no matter where request booked in. No filing of request forms which is time consuming and requires considerable filing space Request forms instantly available Request forms available “for ever

    6. Possible Options Commercial Package £15-20K/ site Proven system Standalone system In-House Solution £5-6K/ site Unproven system Integrated with Laboratory system

    7. Requirements Scanner Bar Code Recognition Software Storage Medium Filing Software Retrieval & Viewing Software

    8. Scanner/Bar Code Recognition Software Investigated a number of scanners, typically scanning 40 – 50 forms/minute. Opted for Cannon – only company offering free bar code recognition software with the scanner. Other companies were wanting £5-6K/ scanner adding ~£20K to the project

    9. Filing Software Initially major problem, scanner produced individual files for each form but each batch of forms sent to new directory Cannon unable to resolve this. Eventually, in-house visual basic program written to transfer images to one directory

    10. Storage Medium Each image requires 25K. A month’s storage for North Glasgow requires approximately 2GB. Considered purchasing PC. However, redundant server in GRI Biochemistry available -already on NHSGGC network. Ex GRI Biochemistry system – plenty of storage, plenty of capacity - Osprey

    11. Retrieval & Viewing Software POWERTERM Terminal Emulator software which gives quasi-Windows functionality (point & click, copy & paste, etc) to an essentially character system. TelePath have used the facilities in PowerTerm to enhance their product. One gives the ability to link a particular image held on a remote server with a particular laboratory number. Allows a message to be passed when accessing a particular Laboratory number which calls up the viewing software and gives the name and location of the image to be accessed.

    12. Retrieval & Viewing Software I-VIEW Actual viewing software, free on the InterNet, loaded onto every PC. Loaded by instructions from PowerTerm/TelePath and then calls up the required image, again under instruction from PowerTerm/TelePath

    13. Telepath Small program which creates a link between every Laboratory number and its corresponding image ^IMAGE("N,06.0062500.C",1)=Request Form`O:\BIO_REQUESTS\0062500.TIF

    14. Request Form Scanning Overall Picture

    15. Specimen Enquiry North Glasgow Blood Science Laboratories Specimen Enquiry. Screen 1 / Select specimen Specimen Number N,06.0201999.S Collected * 16.10.06 Report Comment ........................................ Received 15:50 16.10.06 Specimen Type Specimen............ Anal'cal category Routine......... Comment ................................... Reg. Surname Forename Init Age \ DoB Sex 10459903H XXXX YYYYYY 11.04.79 F Current Location AUCHINAIRN MP............ G.P.\Cons. R M RAEBURN.......... Loc't at request AUCHINAIRN MP............ Hosp .......................... Sets Requested :- 1) RELU ..R 171006 F'ther\W'sht\spc N'pad\Xpress soft\xpress Enq\set num\Image\Opts ...

    16. Scanned Form

    17. Problems Scanning Problems System Errors

    18. Scanning Problems Not selecting correct directory Not cleaning scanner heads Not cancelling extra bar codes

    19. Not separating two part forms

    20. Forms in upside down

    21. Requests from external hospitals

    22. System Errors Scanner “Crashing” After images scanned and sent to Osprey – scanner sometimes crashes. Thought it was caused by images being removed from Osprey before scanner was totally finished its processes. Tried to duplicate problem without success. Pragmatic approach – reduce frequency of transfer program.

    23. Scanning - boon or burden? Secretarial Staff – probably a burden Still retaining cards for 2-3 days Extra step of scanning, but will probably do away with entering diagnosis at request entry Frustration of system “dying” Extra work involved in requests from outside hospitals

    24. Scanning - boon or burden BMS staff Neither major advantage or disadvantage

    25. Scanning - boon or burden? Biochemists - major advantage Can instantly check if request details are correctly entered into the Laboratory system Can instantly check clinical diagnosis if too long to enter into Laboratory system. Very useful audit tool

    26. Scanning - boon or burden North Glasgow Biochemistry Major plank in allowing us to reach our goal of a centralised reporting rota – however still one laboratory to set up on the system

    27. Summary Described an “in house” request form scanning system integrated with our lab system Still some issues to resolve in terms of overall performance Overall, the system is a major advantage in saving of Biochemist time and allowing the Department to reach one of its major goals

    28. Acknowledgement Stephen Balmer

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