Real-time sharing of patient information

in multi-disciplinary Teams

Date 15th January 2008

Ian Reason - IT Manager

Eastern & Coastal Kent PCT

Disparate organisation:

• Headquarters over 3 sites

• Clinical services over 70+ sites

• Support services (finance / IT / facilities) over 5 sites

• Over 3,500 employees

• Geographical area of the organisation

• Partner organisations – other NHS, voluntary sector and social care

Geographical coverage

IM&T strategy

Connecting for Health Implementation

• NHS Care Records Service

• Choose & Book

Improving Information Governance

• Information security – Smart cards

• Information quality

Better access to technology and information

• Infrastructre expansion

• Rolling refresh program

Supporting a mobile workforce

• Windows mobile

• Groove

Enabling change, assisting service redesign / improvement

• Collaboration

• Mobility

Shepway Intermediate Care Service

Clinical issues• Improve clinical assessment of service user’s needs

• Not enough quality time with patients

• Time needed for communication, continuity

Management issues• No reporting/delay in reporting

• Hard to do clinical audit or operational supervision

Administrative issues• Lots of admin, lots of paper

• Difficult to share information

• Lot of time wasted in travel to office

Aims of Shepway pilot

Test whether Groove technology is a suitable infrastructure for use in multi-disciplinary health care settings

• Improve efficiency of care delivery• Carers not concerned with the technology• Recognise most users not familiar with computers• Technology must “just work”• Meet the challenge of poor connectivity

Identify the potential benefits for the Intermediate Care service

• Support clinical processes; • communication between professionals; • secure log of decision making; responsiveness• Reduce the number of unplanned admissions into hospital

Determine the benefits of Groove as a collaboration platform

Scope of pilot

Patient workspace is initiated from receipt of

referral, pre-populated with templates

To enable:

• Assessment of patient needs

• Development and maintenance of Care Plans

• Task-based Delivery of Care

Re-assessment

Discharge at end of episode of care – workspace

is archived

50 Carers – Nurses, Occupational Therapists,

Physiotherapists, Support workers

• Datacards to provide remote communications

• Laptops with Groove installed

• Office 2007 - XML

• Groove Forms to track patient activity

Technology

Microsoft Office Groove 2007

Software component in Microsoft Office 2007

On-line /offline

Cross organisational

Network independent

Very secure

Create secure workspaces – one per patient

Customised set of tools to support patient information

Join a patient workspace by invitation only

Exchange information – next time you connect

Intermediate Care project–

Groove architecture

Video

Patient workspace

2 September, 2006Ray.jordan@d2i.co.uk

Tel: +44-(0)-777-172-5002

Assessment – Data Capture

Creating a patient workspace

Tracking Activities using Groove Forms

Tracking Patient progress

Role of Groove

Data Management

• Automatically move all data changes to workspace

members when they next connect

• Synchronisation capability with SharePoint

Application host

• Data capture and tracking using Groove Forms

Collaboration platform

• Presence & alerting

• Instant messaging & communications

• Security, etc.

• Workspace management

Nurses and carers

• Avoids unnecessary travel

• All patient information available offline – the “virtual ward”

• Presence information allows me to see who is online

Care management

• Standard methods of assessment allow us to compare clinical interventions

• Information all located conveniently in a patient workspace

• All key dates are tracked using Groove Forms

Staff time recording

• Automatically captured by patient by discipline

Outcomes measures

• All data exportable and analysable

Experiences so far ….

Benefits

Improved Care Management

• Faster actions and responses

• Clinical safety

– clinical information shared faster

– Up-to-date patient notes

• improved patient/staff interaction

• information sharing

• Potential to avoid unscheduled admissions into

hospital and reduce bed occupancy / length of stay

• Reduction of inpatient stays as staff are more able to

support the patient in the home

Benefits

Operational effectiveness

• Time shifting

– Ability to access information from home (or anywhere)

• Time slicing

– Make unproductive time useful

• Time release

– Reduce unnecessary travel

– Use dead time

• Cross- disciplinary and agency team working

• Notes / actions information capture and sharing

Mobile working

• work / life balance

• reduced travelling

• professional empowerment

Benefits - Management

• Standardised way of reporting activities

• Potential for automatic tracking of targets

• Basis for deployment throughout the Primary

Care Trust (community health provider)

• Demonstrable time saving benefits – travel

to and from home, office and to service

users

Benefits – Clinical staff

• Ability to provide clinical guidance for any

patient from any location immediately

• All Service users confidential information –

including all telephone calls, queries etc., all

in one place – the workspace

• Ability to contact team colleagues by

knowing when they are online (presence

indicator)

• Improved work / life balance

• professional empowerment

Benefits – Service users

• Avoid repetitive questions being asked by

different people (enables an electronic single

assessment)

• Ability to see their own progress from the

comprehensive information in the workspace

• Potential to for staff to provide more time

with the service user

Next steps ….

Comply with governance requirements

• Caldicott

• Care Records Guidelines

Extend application to all 400 IC staff

Integrate workspaces with SharePoint

Use XML schemas

Extend scope to include electronic referral

Real-time sharing of patient information

in multi-disciplinary Teams

Date 15th January 2008

Ian Reason - IT Manager