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New Survey Reveals Impact of New Normal on Public Sector Information Management

Covid-19 puts smart workforce collaboration, records integration, and data processing at the heart of public service

  • 18% of respondents log into 20 or more systems daily
  • 26% say their information search facility is ‘not at all intuitive’
  • 35% feel they ‘lack the right tools to find information efficiently’

Hatfield, UK – July 23rd , 2020 – SynApps Solutions, the enterprise content management and process automation specialist has today published the results of its latest survey which explores public sector information management processes, highlighting their significance in the wake of the Coronavirus pandemic.

The survey found that public sector workers are widely using unconnected, legacy information systems and some are even using paper-based systems in parts of their operations, making flexible, remote working a stretch goal for many organisations. As the public sector transitions to delivering services in a ‘new normal’ that will almost certainly feature an increase in smarter working, the survey shows organisations must enable easy access to critical information wherever employees happen to be working.

“In a data-led public sector, the speed and efficiency with which employees can access information is absolutely critical to performance and quality of service,” explains James Paton, CEO of SynApps Solutions. “Almost three quarters of those who responded (73%), cited the use of multiple systems across their organisation as the single biggest reason they found it difficult to access information.”  James continued, “In fact, 38% of respondents said they had log into 16 or more information systems in the course of a working day which contributes hugely to service delays and performance issues.”

Moreover, the research suggests that an employee making 16 searches per day, taking five minutes each time, will spend 6.6 hours each week waiting for search results to be returned – or more if those searches are spread across multiple systems. Respondents also reported that quality of the application interfaces they are using is a factor in how easily and thoroughly they can search. 26% say their information search facility is ‘not at all intuitive’, while 35% feel they ‘lack the right tools to find information efficiently’.

Perhaps the most surprising fact to emerge from the survey results is the fact that 60% of respondents rely on paper records to some extent. Encouragingly, however, 71% of respondents said they convert paper records into digital files, for example by scanning or using OCR technology.

“An Enterprise Content Management solution that automates document management and streamlines information retrieval from a structured repository brings enormous cost and efficiency benefits,” adds Paton. “As workplaces become more dynamic and adaptive, the need for digital operations supporting collaboration at distance becomes more and more important. In the same way, platforms that aggregate quickly and efficiently wherever it’s required are a prerequisite for effective business process management.”

The new report, Information in Transition: Smarter Working in the new Normal is available for download from here

‘Locating Sensitive Data’ in Professional Security

Before organisations can calculate the risks around sensitive data, and put in place appropriate protection, they must first have visibility of where that information resides -and where copies might exist across the company. James Paton, CEO of SynApps Solutions, says that, even post-GDPR, many businesses lack that visibility.

Read the full article in Professional Security here.

SynApps Accelerates Sandwell and West Birmingham NHS Trust’s Digital Transformation

Integrated Paperless Patient Administration Solution Provides On-Demand Records Access

Hatfield, UK – December 9, 2019 – SynApps Solutions, the content management and process automation company, has transformed document and patient records management for Sandwell and West Birmingham NHS Trust, reducing administration, freeing up space and making access simple.

Across the Trust’s diverse operations, clinicians and administrative support teams process around 3,000 live or new patient records each day and call up a further 250 legacy records from its archives. Before 2016, this activity was paper based, relying on large teams of people to access the correct files in advance of patient appointments and get them to where they needed to be.

To improve efficiency, reliability and the quality and consistency of patient care, and to be able to meet the latest Government and Department of Health requirements around digital patient records management and information security, the Trust needed to modernise its processes and capture and manage patient records and correspondence electronically.

Sandwell and West Birmingham NHS Trust chose SynApps Solutions because it was a proven supplier of integrated healthcare record solutions to the NHS and, as an independent provider, it could tailor its systems to the needs of the Trust and deliver in its required timeframe.

SynApps Solutions deployed Alfresco Content Services, a full-featured electronic content management system, as its digital repository for scanned medical records, where they can be quickly called up by any authorised healthcare provider at the point of need, via the Trust’s in-house Electronic Patient Record (EPR) system.

“Whether it’s a consent form for surgery, notes from a previous outpatient appointment, or trend information about outpatient cases, clinical notes can be called up at the click of a button now,” explains, Liam Kennedy, Deputy chief operating officer, Sandwell and West Birmingham NHS Trust. “The ease of access, and ability to spot trends, means better patient care and patient outcomes, which is our priority. The solution SynApps has provided makes a huge difference.”

Efficiency savings have been substantial too. Closing on-site medical records libraries has freed up valuable space for use as part of the Trust’s investment in research and development, and more than 26 administration staff have been freed up for other work elsewhere across the Trust.

“The new paperless administration solution at Sandwell and West Birmingham NHS Trust is further demonstration of SynApps’ expertise in the UK healthcare sector,” adds James Paton, CEO at SynApps Solutions. “We know how important robust document and records management is and are delighted to make such a positive impact on clinicians and patients alike.”

Read the Case Study here.