Data Capture with Digital Pens - Richard Sargent & Tom Dowden

Data Capture with Digital Pens
CCIO annual nursing conference
Richard Sargent – Programme & Project Delivery Director, Anoto Limited
Tom Dowden – Deputy Service Manager, Sheffield Teaching Hospitals NHS FT

Transcript

1. Copyright © Anoto AB - CONFIDENTIAL
2. Data Capture with Digital Pens CCIO annual nursing conference Richard Sargent – Programme & Project Delivery Director, Anoto Limited Tom Dowden – Deputy Service Manager, Sheffield Teaching Hospitals NHS FT 2013 Copyright © Anoto AB - CONFIDENTIAL
3. Technology Overview What do digital pens do? Copyright © Anoto AB - CONFIDENTIAL
4. •The vision Copyright © Anoto AB - CONFIDENTIAL Freeing time to care
5. • Invented by Swedish company Anoto 10 years ago • A pen that captures what you write when you write on a form printed with a fine dot pattern • Generates a “scan” of the form • Can also convert your handwriting to text • Captures date & time of pen strokes • Sends data via secure Bluetooth or USB Digital Pens Copyright © Anoto AB - CONFIDENTIAL
6. Solution Components • BlackBerry mobile platform • Scheduling visits • Secure upload of digital pen data • Messaging between carers • Lone worker protection • Digital pens and PaperIQ platform for processing pen data • Same technology but its the forms that drive the team, department or organisation
7. How it Works Copyright © Anoto AB - CONFIDENTIAL
8. Paper .... the pleasure Copyright © Anoto AB - CONFIDENTIAL • For many its the most natural way to capture data Physical attraction - writing on glass is not the same • No technology barrier • Easy management • The ultimate back-up • BUT ... in slow decline!
9. Paper .... the pain! Copyright © Anoto AB - CONFIDENTIAL • Time and cost for processing paper • Physical storage • Duplicate data entry • Cost for lost records • Comfort zone!
10. The impact to date Where are they being used? Case studies Copyright © Anoto AB - CONFIDENTIAL
11. Our Credentials : Police Service of Northern Ireland Copyright © Anoto AB - CONFIDENTIAL • 4,500 officers equipped with digital pens running on the PaperIQ platform • Largest deployment of digital pens to date
12. Our Credentials : Portsmouth Hospital Trust Copyright © Anoto AB - CONFIDENTIAL Challenges • Reduce travel & manage workload of midwives • Give midwives access to patient notes from the field • Eradicate duplicate/triplicate data entry and errors Solution • Midwives use digital pens when taking patient notes • The data captured is sent to the maternity record system via a BlackBerry smartphone Results • Halved midwives daily admin time from 98 to 48 mins • Protection against mislaid, lost or stolen forms & litigation • No significant change to current working practices • Reduction in errors • Increased patient facing time • Annual savings of £220,000 from 120 midwives
13. Our Credentials : Aneurin Bevan Health Board Gwent Frailty Programme Copyright © Anoto AB - CONFIDENTIAL Principles/Aims  Multi Agency Collaboration  Split into Work streams including ‘Information Sharing’  Reduce Hospital admissions and length of stay  200 staff in 5 new Community Resource Teams (CRTs)  Respond to referrals requiring rapid response within 6 hours  Share information between all carers  Empower the citizens receiving care and enable them to be ‘happily independent’
14. ABHB VIDEO
15. Our Credentials : Aneurin Bevan Health Board Gwent Frailty Programme Copyright © Anoto AB - CONFIDENTIAL Return on Investment  200 users in Phase 1 reported an average of 10 minutes saved per patient visit.  With an average of five visits per shift, this equates to projected annual savings in excess of £600,000  Carers no longer need to go to the office to pick up their schedule or file paperwork, so ABHB expects to see significant savings on travel expenses  Main savings will come in medium term from reduced hospital admissions and length of stay
16. Sheffield Teaching Hospitals - Jessop Wing Remote working for community midwives in Sheffield Tom Dowden – Deputy Service Manager, Obstetrics, Gynaecology & Neonatology
17. Sheffield Teaching Hospitals - Jessop Wing The challenge • 100+ staff working across Sheffield • No access to IT, just a car and a mobile phone. Issues for The Trust Issues for The Midwives • Very poor knowledge of activity • Large spend on photocopying information for midwives. • Reliance on clerical staff to relay discharges and other information on a daily basis by telephone • Midwifery time to improve data collection (c. 3.5hrs per week) • No access to even basic hospital data • Required to carry large quantities of paper – H&S and governance issues. • Large amounts of time spent ‘communicating’ with hospital and each other.
18. Sheffield Teaching Hospitals - Jessop Wing The Specification • Ability for Community Midwives to exchange information securely with the hospital while ‘on the road’. • To include – Phone – Email – Recording activity – Caseload management – Access to Trust documents
19. Sheffield Teaching Hospitals - Jessop Wing The Initial Solution • Web based system accessed via a BlackBerry. • Midwives maintain their caseload based on live data from Patient Administration System (PAS). • Activity recorded in ‘real time’. • Data from another system (Evolution) re women transferring home are available in real time. • Referrals to Antenatal clinic made electronically. • Direct access to results (ICE), outpatient appointments / inpatient stays (PAS) and birth information (Evolution). • Workload transparent to team and managers for planning.
20. Sheffield Teaching Hospitals - Jessop Wing The next challenge • Change in maternity tariff from payment by results to payment for pathway package. – Increased requirement to collect clinical data • Desire to develop the scope of electronic referrals available to community midwives. • Ongoing requirements to collect specific information for audit and CQUINS.
21. Sheffield Teaching Hospitals - Jessop Wing Vision • To electronically record clinical information that forms the ‘hand held notes’. • To ensure that the woman retains access to her hand held record at all times. • To do the above in a way that is: – Straightforward and convenient for staff – Accessible to all client groups – As cost effective as possible
22. Sheffield Teaching Hospitals - Jessop Wing Why digital pens? • Digital pen technology enables us to record the information electronically while maintaining a hard copy for the woman to keep. • The technology is complementary to the systems that we have already developed based on BlackBerry. • The solution is relatively straightforward for both staff and client groups.
23. Sheffield Teaching Hospitals - Jessop Wing Why Anoto? • We initially began a conversation with Portsmouth NHSFT as they were developing a set of maternity records using digital pens. • We found that we had both been working on opposite ends of the problem, and had complementary solutions: – Portsmouth had concentrated on the clinical patient records and obtaining these in an electronic form through working with a partner (Anoto). – Sheffield had been working on a business focussed system, with a locally developed maternity information system designed with community working at the forefront.
24. Sheffield Teaching Hospitals - Jessop Wing Where are we now? • Completed replacement of legacy Maternity Information System (Protos/Evolution). • Deploying digital pens to all community midwives. • Working towards replacement of hand held notes by digital version within next two months. • Objective of replacing all outpatient and inpatient maternity records with digital notes by year end. • Developing full integration between digital notes and maternity information system.
25. Want to know more? Come and visit us on our stand Copyright © Anoto AB - CONFIDENTIAL
26. Copyright © Anoto AB - CONFIDENTIAL Thank You Richard Sargent – Programme & Project Delivery Director, Anoto Limited Freeing time to care