case study


Creating better spaces for GP patients and staff

By scanning patient records for NHS Scotland’s Southern Medical Group located in the Lothians, NPS has helped free up the space for new treatment rooms, new offices and a brighter reception area.

The need for change

Serving 8,000 patients, the Southern Medical Group employs around 20 people, including six GPs and eight administrative staff. Located in an old Victorian building, their paper medical records had built up over the years, creating a cluttered workspace and making patient information hard to find. One staff member working in a former bedroom had ended up surrounded by cupboards! Taking advantage of Scottish Government funding for GP digitisation, they made a successful bid that would enable the digitisation of their patient records and therefore the reconfiguration of their offices. Having already delivered similar projects for more than 150 other GP practices, NPS was chosen to digitise their records.

“By scanning around 200 boxes of records, NPS has enabled us to deliver better clinical and office space as well as instant access to patient information.”

~ Michelle Lyall, Practice Manager. Southern Medical Group

Fast and efficient scanning

With the funding only available until the end of March 2020, both the NPS team and the practice had to work fast. Due to the limited space on site, it was agreed that the records would be removed in two tranches. Each set of boxes arrived on time, were packed by the practice and then collected by NPS, who double-checked the contents at their secure business centre against inventories prepared by the staff. In just three weeks, the scanning was complete and the records were ready to be uploaded to the Docman electronic document management system. NPS committed to locating any unscanned records within hours using a tried and tested ‘Scan on Demand’ service. This was used effectively several times to help the practice recieve any records that weren’t on the Southern Medical Group premise ensuring that medical staff had access to the correct records in a timely manner. Since the scanning and reconfiguration, there’s now a new clinical space for blood tests, a transformed reception area and seven staff members located in the previously cramped bedroom space. Practice Manager Michelle Lyall describes the comparison between the old and new set-up as ‘night and day’, and found the experience and dedication of the NPS team invaluable.

“The NPS team was fantastic from start to finish. They supported us at every stage and called us proactively every week. I can’t sing their praises highly enough.”

~ Michelle Lyall, Practice Manager. Southern Medical Group

8,000

patients

203

boxes of records scanned

615,000

images uploaded to Docman

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