Background:
WSBH, a patient led charity delivering palliative and end-of-life care, recognised the need to modernise its patient record-keeping system to improve efficiency, accuracy, and overall patient care. In response to this need, the hospice embarked on a journey to implement a state-of-the-art digital patient record system.
At CSH, its core belief and a strategic objective is social purpose, and ensuring we can support our local colleagues and communities. We were given the opportunity to provide a deployment and support platform for a clinical system into the Hospice which reduced the potential financial impact of delivering a digital solution into to the hospice.
Objective:
The primary objective of this initiative was to transition from a paper-based patient record system to a comprehensive digital platform, enabling seamless information sharing, reducing administrative burdens, and enhancing the quality of care provided to patients and their families.
Implementation:
The implementation process began with a thorough assessment of the existing workflows, documentation processes, and staff training needs. A cross-functional team, consisting of clinicians, digital specialists, and administrative staff, collaborated to identify the most suitable digital patient record system for WSBH.
After careful evaluation, the hospice selected a CSH hosted and fully supported EMIS Web platform. EMIS Web offers features such as real-time data access, secure communication channels, and data sharing with GP practices on EMIS Web throughout Surrey.
The implementation plan was executed in several phases:
• Needs Assessment and Planning: CSH worked closely with clinical leads and identified specific requirements, customised the system to meet the hospice's unique needs, and established a timeline for implementation.
• Technical deployment: CSH supported the Hospice’s IT team on infrastructure assessment and application deployment in readiness for training, user acceptance testing and full deployment of the EMIS Web platform.
• Staff Training: Comprehensive training sessions were conducted to ensure that all staff members were proficient in using the new digital patient record system.
• User Acceptance Testing (UAT): A UAT phase was initiated in a controlled environment, allowing staff to familiarise themselves with the new system and provide valuable feedback for further optimisation before going live.
• Full-scale Rollout: Once the pilot phase proved successful, the digital patient record system was implemented across all hospice community facilities. Continuous support and training sessions were provided to address any challenges or concerns during this transition.
Outcomes:
The implementation of the digital patient record system at WSBH resulted in numerous positive outcomes:
• Improved Efficiency: Streamlined workflows and real-time data access significantly reduced administrative burdens, allowing clinicians to focus more on direct patient care.
• Accuracy and Compliance: The system's standardised documentation processes enhanced the accuracy of patient records, ensuring compliance with regulatory requirements and reducing the risk of errors.
• Data Analytics for Continuous Improvement: The system's analytics continue to be developed to the hospice to gather insights into patient outcomes, identify trends, and continually enhance the quality of care provided.
• CSH remain a digital partner with the hospice, providing support and development on EMIS Web.
• Data sharing with GP’s and vice versa is in deployment to give a full and holistic view of the patient’s clinical record.
Feedback
"We're thrilled to recognise CSH for their vital role in implementing EMIS into our community services. Thanks to the exceptional support and expertise provided by the CSH team, the deployment was a testament to great teamwork, staying under budget, and completing within the designated timeframe. CSH's commitment to excellence played a pivotal role in ensuring the success of this initiative, empowering our community teams with an efficient and innovative system that aligns with our organisational goals, enabling us to better care for our patients. We look forward to continued collaboration in introducing EMIS into our inpatient unit, further expanding the positive impact the new system has on our operations and the communities we serve." Tammy Stracey, Director of Clinical Services. Woking & Sam Beare Hospices
Conclusion:
The successful implementation of a digital patient record system at Woking and Sam Beare Hospice and Wellbeing Care modernised their approach to digitally capturing patient care. The integration of technology not only improved operational efficiency but also enhanced the overall patient experience, making a meaningful impact on the lives of those receiving end-of-life care and their families.