In addition to financial savings, the solution has enabled UHCW to save over 28,000 man hours per year.
University Hospitals Coventry and Warwickshire NHS Trust (UHCW) is one of the UK’s largest teaching Trusts, serving over a million people across two major hospitals.
The transcription and generation of letters at UHCW was slow and inefficient. It was estimated that each secretary spent five hours a day managing the existing letter production process. The Trust needed a system that could streamline letter generation and optimise the available resources. UHCW was already efficient in capturing information from clinicians and the Trust was eager to utilise their highly adopted Clinical Results Reporting System (CRRS) even further.
Voice Technologies were appointed to supply digital dictation and document production applications across the trust subject to a successful pilot. We developed an end to end solution with multiple derivatives to accommodate the various disciplines. The standard process allows a clinician to begin the recording directly from the Trust’s pre-existing CRRS and clinic lists while our integration pulls the patient’s details into the recording before sending it to the secretary for transcription of the body of the letter.
The integration means that typed letters are sent back into CRRS for electronic review and verification. Status updates are available at all times; ensuring clinicians can see the letters belonging to a specific patient, which letters are currently being typed and which remain to be typed. This end-to-end integration, where everything can be controlled and maintained through their existing CRRS, was key to the solution’s success.
- Cost savings to the Trust of over £150,000 a year – exceeding early estimates
- Improved turnaround times for letter creation − an average saving of 3.8 minutes per letter, which equated to 28,000 man hours per year
- The elimination of excessive transfer periods − voice files are automatically and immediately routed to medical secretaries for transcription and the letters are sent back to clinicians for electronic review and approval
- Improved accuracy of data – clinicians can make changes directly to letters without involving the typist
- Instant publication of letter on CRRS – saving time for clinicians and secretaries
- Improved audio recording quality – digital recordings ensure crystal clear clarity of sound
Although the pilot phase was constrained to four key areas of the Trust – Haematology, Paediatric Orthopaedics, Breast Surgery and parts of the Respiratory department – the savings produced were substantial and scalable to the remainder of the Trust. The financial return alone will see the Trust cost neutral within a matter of months.
The adoption of integrated digital dictation & document production system has resulted in significant cost savings. Productivity and clinical communications have dramatically improved which has ultimately led to enhanced patient care.