Newcastle upon Tyne NHS Foundation Trust risks losing patient data

CQC inspection finds inconsistency and duplication of digital logs

Commission finds multiple tech issues leading to inconsistent and insecure patient records

Staff at Newcastle upon Tyne Hospitals NHS Foundation Trust are facing multiple tech issues which prevent them accessing the required data. This has created inconsistent and insecure electronic patient records, according to a recent report by the Care Quality Commission (CQC.)

The report is based on an inspection which took place between June and September 2023, and states:

"We found some of the trust's systems and processes for recording [were] inconsistent, for example the lack of electronic recording systems in theatres. Consequently, ward staff spent time transferring paper-based information into the electronic recording systems which posed a risk of lost information during the transfer process."

The Trust employs approximately 17,500 people and processes in excess of 7000 documents daily. It was awarded a Stage 6 score on the international standard for Electronic Medical Record Adoption Model (EMRAM) in 2022. This is the second highest score available, and the Trust lauded its achievement of such a prestigious global standard, yet the independent care regulator viewed its systems and processes in a significantly less favourable light.

In surgery, one of the nursing staff told the inspectors that there were multiple records to complete on the digital systems and the navigation was baffling and time-consuming.

The report said, "Whilst reviewing one patient's records, we measured the time from log on to retrieval of vital signs and fluid balance to be 45 minutes.

"The senior member of ward staff navigating the system for inspectors needed to ring for IT assistance to access the records that we requested. These records were safety assessments which should be readily accessible to all staff.

"We observed a 15-minute wait to contact IT with a further ten minutes to gain instruction. Staff told us they simply did not have the time or staff resources to navigate through patient's records."

Inspectors also found duplication in maternity services where staff had to enter records of care and treatment on two different electronic platforms: the new electronic computer record and e-obs.

This isn't the first time that Newcastle Hospitals Trust has hit the headlines. Last autumn, a BBC investigation found that 24,000 letters had not been sent to patients.

The CQC stated, "We received whistleblowing in regard to the effectiveness of IT systems and how this was slowing down improvement within the service. Information reviewed during the inspection showed that system issues were a risk."

New Trust CEO Sir James Mackey, in a statement said of the CQC:

"Their clear recommendations for attention and improvement are being worked on as a matter of urgency and I am confident we can fix this by working together across the organisation and focusing on what matters to patients and staff."

Early in 2022, NHS England launched a recovery plan to tackle the enormous backlog of elective care that built up during the pandemic. The plan said:

"Using digital technology and data systems to free up capacity. Digital technology and data systems provide us with the opportunity to release capacity by allowing us to deliver services in new ways that more efficiently meet the needs of both patients and staff."