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2. Data Capture with Digital Pens CCIO annual nursing conference
2013
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
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3. Technology Overview What do digital pens do?
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The vision
Freeing time to care
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5. Copyright © Anoto AB - CONFIDENTIAL
Digital Pens
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
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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

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How it Works
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Paper .... the pleasure
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!
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Paper .... the pain!
Time and cost for processing paper
Physical storage
Duplicate data entry
Cost for lost records
Comfort zone!
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10. The impact to date Where are they being used?
Case studies
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11. Our Credentials : Police Service of Northern Ireland
4,500 officers equipped with digital pens running on the PaperIQ platform
Largest deployment of digital pens to date
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12. Our Credentials : Portsmouth Hospital Trust
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
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13. Our Credentials : Aneurin Bevan Health Board Gwent Frailty Programme
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’
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14. ABHB VIDEO

15. Our Credentials : Aneurin Bevan Health Board Gwent Frailty Programme
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
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16. Remote working for community midwives in Sheffield
Tom Dowden – Deputy Service Manager, Obstetrics, Gynaecology & Neonatology

17. 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. The Specification
Ability for Community Midwives to exchange information securely with the hospital while ‘on the road’.
To include
Phone
Recording activity
Caseload management
Access to Trust documents

19. 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. 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. 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. 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. 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. 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. Come and visit us on our stand
Want to know more?
Come and visit us on our stand
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26. Thank You
Richard Sargent – Programme & Project Delivery Director, Anoto Limited
Freeing time to care
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