ehealth department update - nhs · pdf filegps to be centrally hosted if you have any ideas...
TRANSCRIPT
pect it to take to log in for
the first time at the begin-
ning of a shift.
Once you have logged in to
a machine we then expect,
the next time you return to
any Sunray, for it to take
around 10 seconds to bring
up your desktop.
Our aim is to make the start
up as quick as it can possi-
bly be and the team are
continually working on im-
proving the times our users
face.
NHS Lothian has over 5,500
Sunray machines that allow
its employees to log on sim-
ply and easily, bringing up
their own desktop.
The speed with which em-
ployees are able to boot up
one of these machines and
start using it as a functioning
PC is important to everyone.
Slow start up speeds can be
frustrating and are a waste
of valuable time with all of
the pressures facing our
staff.
Across four sites (WGH, RIE,
SJH and Lauriston) spot
checks occur of random Sun-
ray machines 3 times a day.
At 9am, noon and 3pm the
time it takes to boot up a
machine at each site is
timed.
The time it takes from the
moment your password has
been entered until the TRAK
password screen is avail-
able is recorded. This allows
the department to see what
type of service users of Sun-
ray machines are experi-
encing.
If you do experience long
waits for a machine to boot
up then inform the Service
desk on 85050 or email:
The times shown are an indi-
cation of how long we ex-
Speed of Sunray Machines Tested Daily
The Royal Infirmary Goes Wireless
The irony of having to lay
36km of wires in order to
go wireless is lost on no one,
but the cables have been
laid and the RIE now has
wireless capabilities.
The project took under 3
months and through robust
project management came
in ahead of schedule.
This means now that not
only the Royal but also SJH
and the WGH are all wire-
less.
Some of the key benefits
for services of having wire-
less functionality are:
Provides the infrastructure
required to implement
new processes in patient
care
Ability to access systems
wirelessly using an NHS
provided device
Will allow NHS Lothian to
track medical devices
If laid out the cables installed into the RIE would reach be-tween the RIE and SJH and still
leave half a mile of cable spare. It would take over 7 hours for an average person to walk that distance.
Speed of Sunray
Machines
The times shown below are
taken from November 2015.
Quickest
47 Sec
Average
2 min 27 Sec
Slowest
3 min 1 Sec
TRAK SUPPORT VIDEOS 2
SCANNING BUREAU 2
SERVICE DESK UPDATE 3
TRAK UPGRADE IN 2016 4
PRIMARY CARE 4
OUT & ABOUT 5
Inside this issue:
January 2016 Issue 1
A N U P D A T E F R O M N H S L O T H I A N ’ S E H E A L T H D E P A R T M E N T
eHealth Department Update
If you have an NHS Lothian device it will automatically log into the wireless network. Only NHS Lothian devices will be able to use the wire-less network.
The Scanning Bureau and are currently scanning
several thousand individual
patient casenotes each week.
This is allowing clinicians
across NHS Lothian to view a
scanned record at any time
and at any place through
TRAK and the Clinical Portal.
The Scanning Bureau is an
integral part of the process
which is allowing NHS Lothian
to move towards the full im-
plementation of the Elec-
tronic Patient Record.
Currently the work of the
team is allowing Outpatient
clinics at SJH to occur with-
out the need to transport
and prepare notes.
The team have started scan-
ning for RHSC and in the
new year will begin scan-
ning for DCN.
In March 2016 clinics at the
WGH will have their
casenotes scanned and later
in the year clinics at the RIE
will also be scanned.
The Scanning Bureau was
established in 2012 and to
date they have processed
hundreds of thousands of pa-
tient records.
There is a team of 32 cur-
rently working 5 days a
week, preparing notes, scan-
ning and verifying that noth-
ing has been missed.
The team receive three deliv-
eries of records each week
Page 2
Have you been on a training
course and a week later
forgotten how to do some-
thing?
The TRAK team have devel-
oped a series of slideshows
that will help jog your mem-
ory.
The slideshows are short in
duration and focus on spe-
cific topics that would have
come up in the training.
There are 3 areas focused
upon, Acute, Community and
Mental Health and each
area has its own specific
reminder slideshows.
If you head towards the
eHealth training page on
the intranet, on the left hand
side you will see a link
called ‘Support Videos’.
If you have any feedback
on these slideshows or if you
have suggestions for a new
slideshow to help you and
your colleagues then send
your comments on to the
TRAK team.
The email address is:
eHealth.TrainingTeam@nhsl
othian.scot.nhs.uk
TRAK Support Videos TRAK Support
Videos
Acute (5 Videos)
Doctors
Inpatients
Community (2 Videos)
District Nursing
Mental Health (17
videos)
Community
TRAK
AHPs
Inpatients
THE SCANNING PROCESS
Patient Booked
The patient is
booked in for their
outpatient appoint-
ment.
Notes Pulled
The patients notes
are pulled and sent
to the scanning bu-
reau.
Notes Scanned &
Verified
The notes are then
scanned into SCI
Store and verified to
make sure no pages
failed to scan.
Notes Destroyed
The original patient
notes are then confi-
dentially destroyed.
Patient Appointment
The clinician re-
views the patients
casenotes now
stored in SCI Store
through TRAK and
the Clinical Portal.
There are quite literally miles and miles of records
in Lothian that will eventu-ally be scanned.
Service Desk Update (85050)
Page 3
13,965 Calls Answered in
November
TRAK Password
Following a recommendation from an internal audit, changes have been made to the re-quirements for your TRAK pass-word. When you are required
to change your password it will need the following, an upper and lower case letter, a number and a symbol.
To make things easier why not use a symbol that does not require you to use the Shift key?
# ; ‘ ] [ /
Avoid the Queue
Like any Service Desk, ours has peaks in demand. Morn-ings are usually our busiest times, Monday morning espe-cially. If you can email in your query or use the Self Service Portal this will also avoid you queu-ing on the phone. Search for Self Service Portal to find it quickly and easily on the intranet.
4.76 out of 5
399 people completed a survey of their experience in using the Service Desk in November. The average score given by
these people was an impressive 4.76 out of 5!
For the majority of peo-
ple the way they are
most likely to come into
contact with the eHealth
department is through the
Service Desk.
The Service Desk is open
between 8am and 5pm
Monday to Friday. You
can still call 85050 for
any major service failure
out of hours.
The team will try to re-
solve your issue as quickly
as possible.
The Service Desk helps with a variety of issues facing staff across NHS Lothian.
On average over 40% of all our calls are for a password reset and is the number one reason for a call.
Other reasons for people
contacting the Service Desk are software faults, issues with printers and general problems with eHealth supported appli-cations.
GPs to be Centrally Hosted
If you have any ideas for how the eHealth Department could help make your service more efficient then contact Paul Schofield, eHealth Programme Manager. Mobile: 07972 249086 email: [email protected]
A N U P D A T E F R O M N H S L O T H I A N ’ S E H E A L T H D E P A R T M E N T
TRAK Upgrade in 2016
TRAK has been used as a
PMS* in NHS Lothian since
2005 and the current system
being used is actually the 4th
version we’ve seen.
In 2016 the newest version
of TRAK will be released
and the TRAK team are cur-
rently putting it through its
paces to make sure that the
system works as expected.
With any version upgrade
the system will be fully
tested. This testing will iden-
tify anything that does not
work as expected.
Anything that requires fixing
will be sorted and once done,
the system is retested. This
process continues until the
system works to the expected
level.
The planned roll out date for
this new version of TRAK is
dependant on not only the
testing going well but also an
upgrade to all PCs to Win-
dows 7 and Internet Explorer
11.
Before the new version of
TRAK is rolled out any
changes in the functionality
of the system will be com-
municated, to make sure
everyone feels comfortable
using the new version.
The aim is always to make
the new version look and feel
as similar as possible, mean-
ing that for the vast majority
no additional training will be
required.
Key Benefits of
TRAK 2016
Improved medicine
reconciliation, sup-porting the admission process
Improved decision
support functionality
Provides functionality
to support future roll outs of both e-
prescribing and ad-ditional critical care functionality
Some of the expected benefits will only be delivered once the new version has been config-ured or developed, but the new version will allow these benefits to be realised.
Windows 7 and Internet Explorer 11
From January, NHS Lothian will be upgrading to Win-
dows 7 and IE11. This will allow us to move to the new
version of TRAK but it will also mean that Microsoft
Office applications will move to 2007 versions. If you
would like help/training on these new versions then
email: [email protected] *PMS—Patient Management System
As part of NHS Lothian’s eHealth Strat-egy, it is planned to move systems at 126 GP Surgeries to a centrally hosted environment by 2017/18.
Three Practices have volunteered to pilot the proposed environment, due to commence in the first quarter of 2016. This pilot will allow us to evaluate the benefits, particularly in terms of per-formance and resilience.
There are some key benefits of moving onto a centrally hosted environment. These include faster application deliv-ery, improved resilience and reliability.
This should significantly improve the delivery of services to patients, with more patients being seen by increasing capacity through reduced down time.
We hope to see the release of signifi-cant administration and management time which can be redirected to focus on the delivery of patient care.
In addition, once fully rolled out, prac-tices will no longer be required to carry out back ups as this will happen cen-trally. GPs will also be able to re-motely access data for longer than is currently possible.
This development could also free up consulting rooms. Currently, remote working requires a free PC in the prac-tice to be utilised, this will no longer be a requirement.
Single sign on and access to TRAK data via the Clinical Portal will also be available.
Plans are in place to change age-ing hardware for approx. 4,000 users across 126 practices as re-quired.
GP Practices will be given the option of being centrally hosted and once the pilot has been reviewed hopefully the benefits identified will help GP Prac-tices make the correct decision for their practice.