‘Be prepared’ is a motto Sherwood Forest Hospitals has taken to heart with its EPR programme. In the first of two guest posts, Paul Moore explains how attention to detail is already paying dividends.
At Sherwood Forest Hospitals NHS Foundation Trust, we are gearing up for a significant transformation with the implementation of an Electronic Patient Record (EPR) system. This isn’t just about adopting new technology; it’s about fundamentally improving the way staff across the Trust work to provide better care for our patients.
Moving to EPR will be one of the most substantial changes our organisation has seen. In a short space of time, with support from Channel 3 Consulting we have been preparing the ground.
Understanding where we are now
One of the most important steps in our preparation has been a detailed ‘current state’ assessment. This has allowed us to:
- Understand current systems and processes: documenting the current digital and paper processes meant we could identify the scale of variation in pathways. This helped us to understand the amount of change we need to undertake to realise the benefits of new ways of working enabled by digital.
- Highlight opportunities: highlight opportunities to transform clinical and administration processes to realise tangible benefits even before EPR implementation.
- Discover gaps: Channel 3 identified areas that had not initially been included in the EPR scope, which we have been able to rectify before the project goes out to tender, saving time and money.
Preparing the ground
- Building the business case: We’ve developed a strong business case outlining the benefits and necessity of moving to an EPR system.
- Tender specification development: We’ve created a detailed tender specification as we prepare to go through the procurement process to select the right EPR supplier.
- Collaborative preparation: We’ve engaged with teams across the organisation to understand how EPR will impact their work and to ensure that we’re all aligned on this major transition.
Futureproofing our approach
By taking the time to thoroughly prepare, we’ve not only ensured a smoother transition to EPR but also identified potential issues that could be addressed before going out to tender. This approach has set us up to maximise value from the EPR system and achieve long-term savings.
Key learnings so far
- Detailed preparation is crucial: Understanding the current state of IT and workflows can reveal inefficiencies and gaps that need to be addressed before implementation. Allowing time and budget for this is vital.
- Include everyone: Engaging with all relevant teams early on helped us appreciate the full impact of the EPR system and ensures the whole organisation knows that it is coming and why
- Readiness for the future: Identifying and addressing potential issues ahead of time can save significant costs and reduce disruptions during the actual implementation.
As we move forward, the foundations we’ve laid will help our 6,400+ staff and partners to adapt quickly to the transformation and, more importantly, improve the care we provide to the half a million people we serve across Nottinghamshire and beyond.
