A more efficient team delivering an improved service to patients
Prior to implementation, Idox and Tayside estimated that the automation of labour-intensive processes within the Health Records department would save the Health Board 19 whole time equivalents (WTE) in the first year, enabling the reallocation of staff to other, more public-centric activities. In reality, Tayside were able to save 20.4 WTE in the first six months. Ruth comments: “There will also be additional savings in other areas such as management time, due to improved tracking and search solutions.”
Originally, Tayside was spending 60 hours per day filing records. With iFIT, the Board has been able to reduce this by half. The team has also managed to increase the amount of available storage space in their libraries by 20%.
In addition, Tayside has benefited from access to a full electronic audit trail of every record movement via its RFID sensors. This has improved the monitoring of ‘missing’ and ‘cannot finds’ by having them recorded on handheld devices, ensuring that all records can be tracked, located and retrieved in a timely manner.
iFIT went live in Tayside after a four-month implementation. To date, the Health Board has more than 270,000 records tagged, with barely any labelled as ‘missing’. The solution will now continue to support the Health Board to identify the records that need to be scanned ahead of a move towards a full Electronic Patient Record. It has also embedded software and staff skills that will be the basis for extending iFIT’s digital logistics framework to track other hospital items and assets, such as medical equipment, portable IT equipment, pharmacy prescriptions and bulk orders. Ruth adds: “iFIT has certainly been a success story and is of benefit not only to Health Records, but also to the rest of the organisation.”