EDT Hub Project –
University Hospitals
Birmingham NHS Foundation
Trust
Dean Grinham and Steve Ryan
08 April 2015
Introduction - Queen Elizabeth Hospital
Birmingham
– University Hospitals Birmingham NHS Foundation Trust (UHB) is a leading
university teaching hospital.
– Staff of 7,500 people work across more than 40 disciplines.
– On 16 June 2010 UHB’s new £545 million Queen Elizabeth Hospital
Birmingham opened. It is the largest single site teaching hospital in
Europe. It has 1,213 beds, 30 theatres and the largest single floor critical
care unit in Europe with 100 beds.
EDT project - Aims and Benefits
• Patient
 Improve patient experience through fast transfer of clinical
outcomes/care plans
• Trust




Achieve 24 hour turnaround of discharge letters to GP’s
Improve time to communicate clinical information to GP’s
Reduce admin costs associated with printing and posting letters
Part of a wider trust EPR programme
• Primary Care
 Improve turnaround time of correspondence
 Reduce admin costs and time associated with manual scanning
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EDT project background
• Project Sponsored by the Trust’s Chief Operating Officer
• Under the umbrella of Trust’s wider EPR Programme
• Procured EDT Hub in late 2009
• UHB IT Technical Development team work commenced: design,
testing and implementation of document messaging from our EPR,
Clinical Portal to EDT Hub – Clinical Portal Export Service (CPES)
• End points (practices) and clinicians (GP’s) configured on EDT hub
• Document sources identified: PICS Inpatient/Daycase Discharge
Letters and all WinScribe digitally dictated clinical letters
• 3 month proof of concept project commenced 2010 with local PCT
(South Birmingham) and 1 Docman practice (Bournbrook Varsity)
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EDT project background - 2010 to 2011
• Joint working continuing with PCT (now Birmingham and Solihull
Cluster) IT Department
• Further Docman practices enabled for EDT/configured on EDT hub
• Other document sources identified and implemented: ED (A&E)
Discharge letters, neurophysiology reports, PICS Outpatient letters
• April 2010 – July 2011 Parallel running with printing and posting
paper copies
• July 2011 - No print processes developed and implemented in 3
Trust generating systems (DPM Digital Dictation workflow
application /PICS system discharge letters, ED (A&E) Oceano
system discharge letters
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UHB – EDT Process – how it works
Generating
Systems
PICS
Winscribe
Oceano (CSE)
Medisoft
Generating
system delivers
to designated
export folder
CPIS delivers it to trust
Clinical Portal
documentum repository
Document in
documentum
CPES delivers it to EDT
Hub if GP practice is
EDT active
‘No Print’ flag – UHB
reference table
Document in
EDT Hub
GP Practices
Documents deposited
into various GP systems
eg. Emis LV, Emis PCS,
isoft synergy, System 1 ,
Vision(INPS)
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DOCMAN
EDT GP Practice
collects
documents
from EDT Hub
GP Practice can also
view documents on the
UHB GP Practice Page
Non-EDT GP Practices receive and
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scan
paper
copies
of documents
EDT project background - where we are now
• 71 live ‘end points’ in Birmingham and Solihull Cluster
• 41 ‘no print’ practices
• Approx 25000 documents EDT’d per month
• Regional EDM (electronic document management) Board in
place – chaired by CCGs, key stakeholders represented.
• Further rollouts planned to other practices in wider
Birmingham area and beyond – 250 potential end
points
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Challenges
• Communication with GP Practices
– At outset of project this was led and coordinated by the
PCTs.
– This year we are taking steps to improve direct
communication between our trust and individual practices
(necessary to manage expectations and respond to any issues)
• Document Generating Systems
– Ensure each system interfaces with no print capability –
direct or via web services.
– Enclosures/attachments and linked documents – manual
workarounds are in place
– Monitoring - reconciliation reports to ensure all documents
created are sent via EDT
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Challenges
• Changing working practices regarding ‘no print’
– Mixed economy – multiple processes
(some no print some still require prints makes it more
difficult to implement a new process)
• Support implications
– Handling Rejections – duplicate printed copies and
incomplete documents (attachments and enclosures)
– Working with Trust Service Improvement Team, admin
teams and local practices to improve document rejection
rates.
– Rejections – duplicate printed copies and incomplete
documents (attachments and enclosures)
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Summary – key points
Significant Benefits
Technical – must
work with
generating systems
Communication
with GPs
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Support
Implications
Senior ‘buy in’
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