4 & 5 June 2008- Sydney

1. Scanning @ SouthernPresenter: Carol SainsberyHospital: Southern HealthCarol Sainsbery, Project Director. carol.sainsbery@southernhealth.org.au.0438 095 118 4 & 5 June 2008- Sydney

2. KEY PROBLEM

3. Staff costs Floor space Consumables Couriers and transport Off-site storage OH&S risks Infrastructure costs Key Problem Operational costs of a paper medical record department.

4. AIM OF THIS PROJECT To reduce the costs associated with operating a medical records department whilst offering positive clinical benefits and outcomes not available in the “paper world”. Medical records savings • Reduced space required by medical records by 50%. • Reduced clerical costs by 50%. • Reduced consumable expenditure. • Reduced transport and courier costs. • Reduced time to move records between sites by 100%. • Reduced off-site storage costs.

5. AIMS…continued Demonstrated clinical benefits • Reduced clinical access time for current medical records by 100%. • Multiple user view of records. • Record is available to clinicians 24 hours / 7 days without staff intervention. • Ease of use – reflects the look of a paper record, filtering options. • Pathology results electronically filed into the scanned record in real-time. • Remote access availability for off-site consulting rooms.

6. KEY CHANGES IMPLEMENTED • We removed shelves!! • 50% floor space given back. • Turn around time for record availability post-discharge – 24-48 hours (12 hours in ED) • EFT for scanned department less than half that of comparable paper department. • Minimal medical records consumable costs.

7. OUTCOMES SO FAR • Stage One, Pilot Project exceeded key deliverables. • Stage Two Business Case developed for whole of organisation roll-out. • Business Case approved, funded and planning commenced. • Anticipated R.O.I over three years.

8. Why it works • There are tangible health sector, patient, clinical and financial benefits. • Better service co-ordination as record is available across Southern Health. • Greater privacy and security through access controls and audit trails. • Alignment with Government e-health strategies. • Demonstrated e-health capabilities in a clinical context. • A significant step towards an electronic medical record.

9. YOUR PROJECT STATUS Moving to an SMR is not an alternative. It is not an IF, it is a WHEN!

10. Project Rule “The first rule of any technology used in a business is that automation applied to an efficient operation will magnify the efficiency. The second is that automation applied to an inefficient operation will magnify the inefficiency.” Bill Gates.

11. Carol says…. The best quality health care depends on the patient information that you have at any given time.

12. Scanned Medical Record (SMR) The Old Way The New Way • Requesting Medical Record (MR) • Awaiting MR arrival • Receiving MR • Tracking MR movement • Sending MR to appropriate Dept The SMR offers a new, simple & quick approach to handling patient MRs that forms the basis for integrating all clinical information. • Log in to SMR • View patient details on desktop Casey Scans all paper for a patient episode Dandenong To commence scanning end of 2008 Kingston & Moorabbin To commence scanning early 2009 Clayton To commence scanning late 2009 OUTSTANDING ACHIEVEMENTS!! * Instant access to MRs across Southern Health * Reduced floor space required for MR filing * Reduced off-site storage & costs of courier services * Eliminated consumable costs for paper MRs Contact the Health Information Services Department on your site for access or help