Automatic record ordering for the NHS
Patient notes delivered as if by magic
When you’re seeing thousands of patients every day, ordering all of their records takes a lot of time. Which costs a lot of money. And storing them all takes a lot of space.
But imagine if you didn’t have to manually order your patient notes?
Imagine if they could just turn up when you need them, as if by magic?
Well, we tried dressing our retrievals team in wizards robes, but they were less Houdini and more Stumbledore.
So we did the next best thing: We built software that automatically orders your files for you, saving you time, money, and space, while also improving the flow of patients by ensuring the right record is available at the right time.
"The time and cost efficiencies have been significant and have helped advance the Trust to focus on new digitally driven activities."
Jo Wilder, Health Record Programme Manager at West Hertfordshire Teaching Hospitals NHS Trust
Say goodbye to…
After working with so many NHS trusts and hospitals across the UK, we saw just how much time they were spending on requesting patient notes. Staff were being forced to enter information they’d already entered into their patient booking system when they’d made the appointment or admitted the patient.
So we decided to build a system that would cut out all that work and free them up to do something else. It had to be a system that did the work for them. Just the patient notes you need, how you need them, where you need them, when you need them. So we built our Auto-Ordering System.
Speak to us today"The ability to automate ordering and through that automation effectively govern on a larger scale what records were and were not automatically available, have made the off-siting and health record strategical archiving possible.”
Jo Wilder, Health Record Programme Manager at West Hertfordshire Teaching Hospitals NHS Trust
How does it work?
You register a patient on your patient booking system as normal.
Behind the scenes, the Auto-Ordering software creates an order for the patient’s notes.
The order is processed according to clinic-specific rules established when the system was set up.
The notes are delivered where it’s needed, how it’s needed, when it is needed.
If an appointment is changed or cancelled, this automatically changes or cancels the record order too.
Placing an order
Placing an order couldn’t be easier. Just log patients into your booking system as usual. It automatically shares the essentials (patient number, appointment time, your favourite Backstreet Boy)) with our Auto-Ordering System, which handles the rest.
Need notes without an appointment? No problem—you can still make manual requests. Our system won’t get jealous. Once the order’s in, it gets to work.
Get in touchDelivering what you want, how you want it
For example, each clinic has different needs. So we made sure that our system would deliver what they needed, when they needed it, without any extra work for them.
Each clinic has a set of logic set up that our Auto-Ordering System uses to place the order. This logic can include requirements such as:
Urgent delivery for an emergency care clinic
When the record is delivered (day of appointment or a set time beforehand)
Records grouped (alphabetical order, perhaps, or in order they’re needed throughout the day)
How much to deliver (latest volume of the patient’s notes or the entire history)
Paper notes or digital notes
Scan on Demand to create a digital file of a paper record
Whatever needs a clinic has, we can include the necessary logic so that, once the order is placed, no further work is needed: the patient record will be delivered where, when, and exactly how it’s needed.
No more phantom files
Notes lingering like the smell of microwaved fish? It happens. Maybe someone’s holding onto them for a patient’s next visit, but then they may be misplaced or aren’t available when needed elsewhere.
Our Auto-Ordering System fixes this by creating a unique order for every appointment. Send notes back worry-free, and they’ll be delivered again for the next visit. If notes are already out, you’ll get a report so you know who to nudge.
Always up to date
What if the appointment is rescheduled? Shifted to a different location? Cancelled entirely? You still don’t need to do any work.
Your patient booking system and our Auto-Ordering System are constantly chatting away like the best of friends. So when yours has some news to share, our system is listening. The record order is automatically updated (or cancelled altogether).
Get in touch
Auto-Ordering working for WHHT
Our Auto-Ordering System is just one of the benefits West Hertfordshire Teaching Hospitals NHS Trust (WHHT) gained from working with Restore Information Management. As part of working with WHHT, we noted that their manual ordering process was costing them a lot of time and money. In fact, we calculated with them that it was the equivalent of at least 4 full-time staff.
By implementing our Auto-Ordering System, we helped them reduce manual requests by 90%, giving staff more time to focus on clinical duties.
Find out how we did it