Chris Booth, Managing Director of Hugh Symons Information Management has been lucky enough to have obtained a place to run the London Marathon on 25th April.

Chris has worked with Great Ormond Street Hospital on a business basis for several years and has been greatly impressed by the work that the dedicated professionals there do to assist the many thousands of children and their families in times of illness. It is for this reason that Chris has decided to run the London Marathon in aid of the Great Ormond Street Hospital Charity (registration number 235825). If you would like to sponsor Chris in the run (which he hopes to complete in under 3.5 hours), please contact chris.booth@hughsymons.com

If you would like further information on the Great Ormond Street Hospital Charity click here:

http://www.gosh.org/

Dorset County Hospital Raise Further Order for Medical Records Scanning

Dorset County Hospital have instructed Hugh Symons to scan a further 2 years worth of medical records, the equivalent of approximately 1000 archive boxes. Although Hugh Symons has provided document scanning services to the Trust for many years, in recent times the records have been retained in storage due to other considerations. However, Dorset County Hospital (DCH) have now decided the patient, medical personnel and finances of the Trust will be better served by the electronic conversion of the records. This will allow faster access to information and free up storage space required for other projects.

The Trust uses Hugh Symons' own licence free software, CDView, as its principal viewing and retrieval method for patient records and has supplemented this by undertaking its own in-house forward scanning for A&E and specialist areas within Medical Records. For this DCH has implemented UScan which is scalable and able to operate in conjunction with CDView and other EDM solutions

Karyn Smith, Health Records Manager for the Dorset County Hospital NHS Foundation Trust comments on the medical records scaning project:

"We have worked with Hugh Symons Information Management over many years and find their knowledge and experience invaluable. Their ‘UScan’ scanning software and ‘CDView 7’ viewing software is easy to use and the ability to email scanned documents direct to wards and secretaries saves a lot of time"

Re-award of Scanning Contract for Yeovil District Hospital and Somerset Trusts

Yeovil District Hospital NHS Foundation Trust provides acute care for a population of about 180,000, mostly in South Somerset, North and West Dorset, and parts of Mendip. Each year more than 30,000 patients are admitted as inpatients or day cases; more than 90,000 people attend outpatient appointments; and around 40,000 people are treated in Accident and Emergency

Hugh Symons has provided scanning services for the Trust since 2003 and has recently been re-awarded the contract. The tendering exercise was forced to take place because of EU contract legislation which demands that public bodies reassess their contractual requirements on a regular basis.

Hugh Symons was re-awarded the contract on a number of different criteria, including cost, quality, security, experience within the NHS and level of service. The contract is not only for the scanning of medical records but also includes documentation from other departments including: Finance. Orthotics, Orthodontics, GUM, A&E and Payroll. In addition, the terms of the contract are also availble to other NHS Trusts in Somerset wishing to take advantage of Hugh Symons NHS Document Scanning Service.

Hugh Symons win Scanning Contract for PCT
HSIM has recently been awarded the contract to scan patient notes for a number of GP Practices within Hastings and Rother PCT. The PCT is currently developing the new Primary Care Centre at Station Plaza in Hastings, which will house 5 GP practices as well as other healthcare facilities. The new premises are due for completion by the Spring of 2010 and it is proposed that all patient notes will be scanned prior to this to facilitate a paperless environment.

The contract, which is for the scanning of approx 13,000 sets of GP notes is due to commence in September 09 and includes generating PDF/A files for input into different host systems. For more information on the scanning GP & PCT files contact us: Info.man@hughsymons.com

	Contract Award - Cardiff & Vale NHS Trust
	Following an extensive tendering process Cardiff & Vale NHS Trust awarded a 2 year contract for the scanning of medical records to Hugh Symons NHS Document Scanning Services. Medical Records will be boxed and collected for scanning on a weekly basis from 3 hospital sites, with approximately 100,000 records being digitised per annum.
All scanned patient files will be managed, retrieved and viewed with Hugh Symons' CDView software, which has been installed at all 3 sites providing access to unlimited authorized medical record staff. This provides the Trust with a cost free electronic management system which is also completely ‘open’ allowing the Trust to migrate all scanned data to ay future electronic patient records system if and when required.

Occupational Health Scanning for 2Gether NHS Foundation Trust

Hugh Symons NHS Document Scanning Services was awarded the back scanning contract for the Occupational Health department of 2Gether NHS Foundation Trust in February 2009. The project involved the scanning of 50,000 records within a 3 month period to enable the Occupational Health Department redevelop into an open plan office.

All records were scanned in a format for loading directly into the Trust’s OPAS system which now provides Occupational Health staff with faster and more efficient access to vital information when required. Hugh Symons also provided a copy of all returned data in a format for viewing within CDView software as a secure backup to the main system.

Through consultation with the client Hugh Symons was able to advise on a bar coding system to automate index capture thereby significantly reducing overall project costs. This system also allowed the Trust the opportunity to validate and audit all files being prepared for the scanning process.

South London & Maudsley NHS Foundation Trust Allocate More Budget to Scanning

Hugh Symons Information Management (HSIM) has provided document scanning services to the current South London and Maudsley NHS Foundation Trust (SLaM) since 2005, with the re-award of the contract in Jan 2008 after a second tender was issued.

As the NHS Mental Health Trust providing the largest portfolio of services in the country, SLaM has aimed to continue to pursue its official rating as “Excellent” in all areas, which includes the secure retention of medical notes. With this goal in mind, SLaM has recently allocated additional budget to be spent on scanning of patient records in the next phase of the conversion project. Although the bulk of the documents scanned by the Trust are medical notes, other departments have also realised the benefits of HSIM’s secure service and are already scanning their information, with further departments due to commence in 2009.

Pennine Acute Hospitals Trust Scan 20 Million Images and Still Counting

HSIM has continued to provide a bulk scanning backlog service to Pennine Acute Hospitals NHS Trust since the award of the original tender in Spring 2006. The Trust is one of the largest non-teaching Trusts in the country and now comprises of 4 hospitals located in the Greater Manchester area. Records have been cleared from the 5 hospitals that original formed the Trust and scanned over the contract period. To date in excess of 20 million images have been scanned for the Trust with the contract still on-going.

HSIM Update and Review Security for Handling and Transporting Data
With over 30 years in the document management business, HSIM has always been aware of the security and confidentiality issues surrounding the handling of clients’ documents. We have constantly updated our security measures to include such facilities as CCTV, on-site security patrols, and state of the art software for our own IT systems.
The need for stringent security measures has been further highlighted lately with the loss of data from Government departments and NHS Trusts and many of our clients have placed even greater demands on our security systems. In order to reassure our clients and also to reaffirm our own commitment to a secure service of the highest quality we have undertaken a review of our procedures. We have consulted with some of our NHS clients and will be offering additional measures in the form of:
Data safes installed in our vans to provide additional security for data in transit 1024 bit Asymetric encryption where required – this provides military standard security Regular security risk assessments for IT and premises.

Milton Keynes Hospital Extends Scanning Contract

After winning two consecutive contracts for the scanning of medical records, at Milton Keynes General Hospital NHS Trust, a further extension has been issued by the Trust’s Purchasing Department to allow the contract with Hugh Symons to run until August of 2008.

With over 23,000 new patients each year the number of medical records the Trust has to be scanned on an on-going basis represents approximately 4 million images. In addition to this the Trust also intends to scan A & E cards which adds a further 250,000 images to the total count.

Whilst the scanning marketing is very competitive, having invested in 3 new high speed IBML scanners Hugh Symons was been able to continue to provide very keen pricing for the projects. This together with the CDView viewing software, which Hugh Symons provides free of charge, and the quality of service were the decisive factors in the contract originally being offered to Hugh Symons. This further extension illustrates the Trust's satisfaction with the service provided by HSIM.

HSIM Wins Additional Contracts to Scan GUM Files

In recent years there has been a marked increase in the incidence of sexually transmitted diseases, which has place additional pressures on the area of the NHS responsible for dealing with this. Increased patient numbers, a legal requirement to retain the records for a minimum of 8 years, the need for speedier access and the Government directive towards EPR have all played a part in the need to store records in electronic format.

HSIM already has a proven track record in scanning GUM records and has, within the last month, been awarded contracts to scan for an additional two NHS Trusts. Whilst general medical records include confidential details, the information contained in GUM records is often perceived to be of an even more sensitive nature and GUM departments are rightly very cautious when considering outsourcing the scanning of their files. The security measures that HSIM has in place for the conversion of this type of record have convinced more than 20 GUM departments to utilise the secure off-site scanning service.

Most of the GUM departments for whom HSIM is providing scanning services are using HSIM’s CDView software for viewing and retrieval as it allows a scaleable solution whilst providing authorized access and is also provided on a licence free basis.

For more information on scanning of GUM records or CDVIew software contact us on:

Info.man@hughsymons.com

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Milton Keynes Hospital Extends Scanning Contract