Item 12.2 BIRMINGHAM AND SOLIHULL MENTAL HEALTH NHS FOUNDATION TRUST BOARD OF DIRECTORS TO BE HELD ON WEDNESDAY 26 SEPTEMER 2012

Transcription

1 Item 12.2 BIRMINGHAM AND SOLIHULL MENTAL HEALTH NHS FOUNDATION TRUST BOARD OF DIRECTORS TO BE HELD ON WEDNESDAY 26 SEPTEMER 2012 ICT Projects Benefits update ACTION: The board to note the benefits delivered by ICT. INTRODUCTION In March 2012 a paper was presented assessing the benefits of the ICT strategy that ran from This report provides a further update. In addition the paper provides a brief on the progress of ICT projects this fiscal year. ICT Strategy The main focus of this ICT strategy was to refresh the aging ICT infrastructure to sustain existing digitised services and prepare for the implementation of the electronic patient record, RiO. Main areas for refresh were; network equipment, servers, desktop computers and the intranet. Wireless infrastructure, hot-desking and Microsoft office 2010 were new. The overall 6.74m was spent. Appendix 1 provides the cost breakdown of all projects along with a benefit summary for each. The remaining benefits have been split into 3 broad areas; direct savings, RiO and enabling technology. Direct savings Two services are now delivered in a more cost effective way saving c 305k pa as a result. The Voice over IP (VoIP) project introduced cheaper telephones to replace 900 rented telephones saving c 45k pa. Printers throughout the trust are now leased and billing model is based on a price per page printed. Savings are being achieved by printing double-sided and printing black and white rather than colour. Teams pay for what they print. Through greater awareness there should be less printing in general. The savings target is c 260k pa, current figures show this is on track. RiO RiO is now implemented across the whole trust, replacing epex, Paragon and reducing the dependency on paper clinical records. RiO offers clinical services a single view of all service users seen anywhere within the trust. For the first time it joins our teams in A&E departments throughout the city with the teams in community, in-patient, secure services, specialties and addictions. One of RiO s limitations is that its data model does not fit the reporting requirements of this trust well. This means report creation is complex and time-consuming. Work has been initiated to tackle this issue. In the coming 18 months other functionality will be added including e-prescribing, pathology results, letters to GP s and Subject Access Requests. RiO also provides a platform to standardise practice; senior medics are already identifying good practise and sharing it with others. Organisationally RiO provides the trust with an electronic patient system enabling it to contribute to and benefit from the West midlands central care record project and other future initiatives. Enabling Technology Projects within this category identified opportunities within the trust to increase productivity and/or reduce costs through the introduction of enabling technology. Highlights include: Digital dictation provided to 450 medics replacing the insecure analogue tapes and reducing the time taken to send clinical letters. To date 90,000 dictations have been made. Real time patient feedback captured 2,000 surveys in the first year compared to 800 in the previous 2 years. The system is designed to capture service user feedback within 24 hours enabling staff to deal with concerns quickly and improve service user experience. Page 1 of 6

2 Employee and Manager Self Service are locally developed applications that link to the trust s Electronic Staff Record. Staff find it easy to view their record and amend information held about them. Since its launch 12 months ago 25,000 updates have been received, each taking 17 days on average to process. In comparison, prior to the launch 720 change requests were made in the previous year, each taking an average of 102 days to process. ICT Projects The finance committee approved a budget of 1.2m in principle for projects this year subject to business case approval for the larger schemes, Appendix 2 details costs and expected benefits. A number of schemes are already delivering: Access to historic patient information Desktop PC encryption Electronic letters to GP s Providing an accessible view of historical epex and Paragon information using a simple viewer, removing the need for epex or Paragon systems and associated licences Securing data stored on c2,300 desktop computers reducing the risk of information loss Reducing postal costs, transmission time and improved delivery rates for c100,000 letters pa. Pilot successful, roll out to follow Next steps The next ICT strategy will be produced by January It will demonstrate stronger links with trust strategy ensuring effort and scarce resources are expended where they are needed most. A benefits driven approach will be maintained to ensure that only schemes with continued business support and realisable benefits will be pursued. This may mean that some schemes do not go ahead if support waivers, the technology is not fit for purpose or the benefits are not sufficient. Previous investment in the ICT infrastructure has created a reliable, secure, responsive and robust environment enabling the trust to perform its business. If the trust is to be digitised by default this infrastructure needs maintaining. BOARD DIRECTOR SPONSOR: Martin Sheldon, Executive Director of Resources APPENDIX: Appendix 1 Project Benefits: Apr 2009 Mar 2012 Appendix 2 Project progress YTD 2012/13 Page 2 of 6

3 Project Benefits: Apr 2009 Mar 2012 Appendix 1 Project Description Benefits Direct saving investment - 367k VoIP (Voice over Internet Protocol) Investment 347k Printer improvement Investment 20k 900 phones replaced with VoIP The trust now leases its printers and multi-function devices from an external supplier. Replacing rented phones with lower cost VoIP devices with better functionality saving 45K pa Contract will save 260k pa or 1.3M over 5 years Initial saving shown to be c 17k for month one July 2012 Using PIN codes to print is improving security RiO Investment - 2,506k Implementation of the electronic care patient record, RiO Investment 2506k, with an additional 594k 2012/13 YTD Enabling Technology k Digital dictation Investment 242k Real time patient feedback Investment 150k Employee and manager self service Investment 130k 100 % of the trust now implemented Provided to 380 medical and legal staff 90,000 secure dictations have been made to date Six sites around the trust fitted with kiosks Twenty handheld devices available for mobile surveys Time to make changes reduced from 102 days to 17 Information held on ESR is now a credible reference Main benefits described in FBC have been delivered. Focus is moving to value add projects including pathology results and e-prescribing While clinically sound, reporting remains an issue The time taken to send letters, particularly to GP s is reduced, freeing clinicians to spend more time on clinical activity Eliminated the use of insecure analogue tapes to reduce the risk of losing sensitive data Receiving feedback from service users on their experience of trust services will enable the identification of good practice and opportunities to improve Feedback can be collected within 24 hours after it has been provided, months quicker that previous methods enabling a much faster response. Further work will improve the survey to include CQUIN Making changes to personal information has become much simpler and the quality of information the trust holds about staff is much better than before. Since implementation 12 months ago, over 25,000 changes made through this service compared to 720 a year month before implementation Staff have ability to view copies of PDF versions of payslips Page 3 of 6

4 Project Title Description Expected Benefits Paper care records Cataloguing 132,400 paper Less clinics cancelled due to lost records, improving the delivery of care and reducing records waste. Investment 132k Blackberry expansion Investment 96k Audio and video conferencing Investment 62k Improving information tools Investment 530k 300 new devices issued and 70 upgraded 30 rooms fitted with audio and 6 with video Providing a business intelligence tool Records are tracked wherever they are located. This has dramatically reduced the number of lost paper records and the time spent searching for them Medics and senior staff are more contactable using phone or when away from their base. This enables faster decision-making across the trust Blackberrys are encrypted reducing the risk of information governance incidents. Staff can use conferencing to collaborate without travelling helping reduce mileage claim costs, freeing up time to spend on other activity This service is widespread, however, ways of working need to be changed to make the most of the benefits Reporting now covers epex and RiO combined as well as pharmacy, pathology results, workforce and finance data, and data from several other smaller sources Reporting from RiO is complex and labour intensive impeding the creation of urgent reports Since implementation the number of staff using the service has increased from 175 to 525 and the number of reports accessed each year has increased from 3000 to 19,000. This exceeded the projections in the original business case ICT Infrastructure investment - 2,525k Intranet replacement Investment 88k Microsoft Office 2010 upgrade Investment 163k Network refresh Investment 795k Hot desking Investment 52k Replaced old intranet with a new SharePoint site Over 760 staff were trained Connects all trust sites swiftly and securely Delivered to 14 buildings totalling 63 seats Content can now be added from any PC and teams can take ownership of their own areas meaning information is up to date Staff can use modern applications and open documents from other organisations. The trust has moved off an unsupported version of Microsoft Office. Old network equipment was replaced and each site now has 2 high speed resilient links. Sites will be able to function despite some equipment or line failure. No major multi-site failures due to network outage. Staff can use hot desks when away from their office helping reduce the mileage claim cost. Staff no longer need to travel from meetings back to their office to access PCs. Page 4 of 6

5 Project Title Description Expected Benefits Wireless infrastructure Infrastructure 190k 18 buildings with wireless Increased efficiency. Staff can access the trust network wherever they are within a trust wirelessly enabled building All sites from original business case complete, further buildings will be wireless enabled as part of Business As Usual activities server and exchange refresh Investment 180k PC replacement Investment 657k c60,000 s sent and received each day c1050 replaced in 2 years Project staff temporary implementation and contractors Investment - 400k The aging system has been upgraded and mirrored across 2 sites. If one site s service is disrupted the other site will continue to provide the service New computers rarely fail ensuring staff can access PCs when they need them. Reliable desktops computers for staff enabling staff to perform their role without unnecessary disruption Page 5 of 6

6 Appendix 2 Project progress YTD 2012/13 Projects in delivery phase Project Description and progress Membership system Central software solution to record and communicate with all foundation members. This is providing internal and external regulatory reporting, encompassing the Investment 30k facility of planning campaigns for governors Embed RiO Providing a clinical business change manger to embed RiO into clinical teams and transformation support the introduction of new functionality Investment 40k Access to historic patient information Investment 120k PC Encryption Investment 20k Electronic letters to GP s Budget 135k Patient Feedback Budget 60k Digital Dictation Budget 30k Providing easy access to historical information from epex and Paragon and reducing licence and support costs for both. Both systems are now read only and development is on-going to create the viewer from RiO Encrypting desktop computers avoiding the risk of losing personal identifiable data. 350 computers encrypted so far during trust wide roll out Sending correspondence electronically to GPs by using electronic data transfer, resulting in reduction in communication costs, delivery time and administrative burden Pilot was successful in realising benefits which are measurable and scalable. Further request to fund full roll out where benefits will be more sizeable and reduced cost identified. Will deliver March 2013 Creation of more surveys in line with CQUIN Continued roll out to all medics. 450 delivered so far. Psychologists will receive equipment October 2012 Projects in progress Project Clinical Quality Dashboard Budget 145k Rio upgrade to latest version Budget 55k Voice Recognition Budget 50k Core/BD II - Budget 20k Internet for service users Budget 30k Customer Relationship Management Budget 30k ESS/MSS developments Budget 130k e-rostering embed Budget 25k Digitising Care Records Budget 40k e-prescribing Budget 185k Pathology Budget 90k Description To embed a flexible reporting solution providing a user friendly source of intelligent and relevant information The upgrade of RiO to incorporate new functionality including Mental Health Act administration and Subject Access Request Providing technology to support dictation and transcription To aid the recording of Psychological therapies outcome measurements Providing managed internet access for service users within the trust Increased data quality, will help the trust to gather information and intelligence to shape future services and engagement with GP's Add more functionality Provide a business change manger to support the use of e-rostering To provide a scanning system that will enable paper care records to be digitised or scanned and indexed in RiO Electronic prescribing to work alongside RiO Receiving of Pathology results electronically into RiO Page 6 of 6