With digitisation soon to become mandatory under the next GP contract, NHS Birmingham & Solihull needed to scan and upload millions of patient records securely and efficiently into existing GP systems.

The project required a partner who could deliver a smooth and compliant process while supporting 160 practices through significant operational change. Despite the restrictions imposed by COVID 19 protocols, the pilot project was expected to be complete by July 2022. They also aimed to ensure that this pilot set the standard for best practice across England, balancing information governance, clinical needs, and the realities of running busy GP surgeries.

“With more than 1.7 million patients and three different types of GP systems in use, we opted to have the records scanned and uploaded straight into those systems. The next step was to find the right partner to help us deliver.”
– Mariam Iqbal, Digital Transformation Manager, NHS Birmingham & Solihull ICB

Following a full competitive tender process, reviewed by the ICB Project Team including information governance specialists, clinical and technical leads, financial representatives, and external practice managers from the pilot sites, Restore Information Management were awarded the contract. We were chosen for our proven experience in primary care, value for money, and ability to deliver secure, end-to-end digitisation at scale.

From the outset, the programme was planned with precision. Together, Restore Information Management and the ICB created detailed process maps, tested logistics through practice-level roleplay, and assessed the impact of different collection methods across information governance and operational workflows.

Working closely with the ICB, the joint team developed a phased approach:

Phase 1: Pilot phase – Testing the process with a small group of practices

Phase 2: “Fast followers” – Expanding to additional early adopters

Phase 3: Full rollout – Extending the offer to all remaining practices

With NHS Birmingham & Solihull, we designed a secure barcoding and tracking process, refined logistics through practice-level roleplay and process mapping and maintained open communication at every step. Even amid Covid-19 disruptions, the partnership remained agile, ensuring progress and quality never slipped.

The phased programme has already digitised over one million patient records across 90 GP sites, representing nearly half of the ICB’s population. By combining secure barcoding, detailed process mapping, and close communication, the partnership continues to strengthen information governance and reduce reliance on paper.

Every aspect of delivery was carefully considered, from GDPR compliance and system integration to clinical needs and user guidance. The ICB even produced written materials to support the next set of practices as they began digitising. By shredding and recycling the remaining paper, the programme also reduced its environmental impact.

“Right from the start we agreed on open and transparent communications – no silly questions, truthful answers and constant dialogue. That’s been a huge part of our success.”
– Mariam Iqbal, Digital Transformation Manager, NHS Birmingham & Solihull ICB

• Over 1 million patient records digitised 

• 90 GP sites completed – representing nearly half the ICB’s population 

• On track to become one of the first fully digitised ICB’s in England 

• Strengthened information governance through secure barcoding 

• Reduced paper storage and environmental impact through shredding and recycling 

• 160+ GP practices involved 

• 1 million+ patient records scanned 

• 90 sites fully digitised so far 

• 50% of the ICB’s population already digitised