Digitisation of Lloyd George Medical Records for GP Practices across NHS Lancashire and South Cumbria ICS

Concepts

• south cumbria
• preston
• wakefield
• blackpool
• blackburn
• leyland
• ormskirk
• scanning services
• nelson
• digitisation of lloyd george medical records

Location

UKD North West England UKD1 Cumbria UKD4 Lancashire

Description

Lancashire and South Cumbria Integrated Care System have been part of the national NHSX teams Acceleration Programme in which they have secured funding to enable Morcambe Bay Clinical Commissioning Group to fully digitise their Lloyd George medical records. This is in accordance with the General Medical Services Contract Reform 2019 to digitise all Lloyd George records in a phased approach across the Integrated Care System footprint by 2023. This procurement for Morecambe Bay Clinical Commissioning Group is part of a larger digitisation programme and the first of 5 phases covering the 5 integrated care providers for Lancashire and South Cumbria. There will be potential to roll out to the rest of Lancashire and South Cumbria. Morecambe Bay has funding to fully digitise their Lloyd George medical records to a cloud solution which will not only create efficiencies within General Practice but free up much needed space within the practice.

Total Quantity or Scope

This procurement for Morecambe Bay Clinical Commissioning Group is part of a larger digitisation programme and the first of 5 phases covering the 5 integrated care providers for Lancashire and South Cumbria. There will be potential to roll out to the rest of Lancashire and South Cumbria. This includes a further 200 practices across 4 Trusts and 7 Clinical Commissioning Groups totalling circa 1.3 million records. Morcambe Bay Clinical Commissioning Group covers 33 GP Practices with a typical practice size of circa 7 200 patients. Practices vary in size from around 1 000 patients to a larger practice of over 63 000 patients. Morecambe Bay has a dispersed population of 350,000 spread over 310 km2 and the list size stands at 394 073 Lloyd George Envelopes containing essential historical medical records for every patient. Each Lloyd George envelope has a broad range of detailed personal information stored inside and maintaining the security and accuracy of these legacy records are vital. Many paper records are over 60 years old and in a state of decay and becoming unreadable, this is both clinically unsafe and legally non-compliant. Practices are required to retain good patient records and, where these are historic paper records, maintain them within the Lloyd George envelope. These files can be very paper-heavy and take up huge amounts of storage space on a practice site or in secondary storage areas, sometimes at significant costs to practices. Lancashire and South Cumbria Integrated Care System are leading the procurement on behalf of Clinical Commissioning Groups and Integrated Care Partnerships in Lancashire and South Cumbria. Participating Clinical Commissioning Groups and Integrated Care Partnerships include: NHS Morecambe Bay CCG NHS Greater Preston Clinical Commissioning Group NHS Chorley and South Ribble Clinical Commissioning Group NHS Blackburn with Darwen Clinical Commissioning Group NHS East Lancashire Clinical Commissioning Group NHS Blackpool Clinical Commissioning Group NHS Fylde and Wyre Clinical Commissioning Group NHS West Lancashire Clinical Commissioning Group The contract for scanning and the initial cloud solution will reside with the CCG. This programme of work will deliver the following Critical Success Factors: Right time and quantity — delivery within the timescale, facilitated through excellent mobilisation and implementation, so as to avoid additional ad-hoc collections and processing Right quality and place — All Lloyd George/A4 records across the Lancashire and South Cumbria footprint (Morecambe Bay for phase 1) are scanned, uploaded to e-cloud solution, retained and destroyed in line with national British standards and as per requirements outlined in the specification Efficiency — Minimal disruption and burden to GP Practice staff and clinicians in delivering the contract.

Award Detail

Renewal Options

Option to extend up to 12 months.

Award Criteria

CPV Codes

• 79999100 - Scanning services
• 79996100 - Records management
• 72512000 - Document management services
• 60000000 - Transport services (excl. Waste transport)
• 92512100 - Archive destruction services
• 72317000 - Data storage services
• 63121100 - Storage services

Indicators

• Options are available.
• Award on basis of price and quality.

Other Information

This procurement for Morecambe Bay CCG is part of a larger digitisation programme and the first of 5 phases covering the 5 integrated care providers for Lancashire and South Cumbria. The final agreed contract includes roll out to the rest of Lancashire and South Cumbria. This includes a further 200 practices across 4 Trusts and 7 Clinical Commissioning Groups totalling circa 1.3 million records. Interested providers will be able to view this notice via the 'current tenders' list on the e-procurement system In-Tend, available on the following link: https://in-tendhost.co.uk/scwcsu/aspx/Home In order to submit a bid, you will need to be registered on the e-procurement system and 'express an interest', and then complete a response as specified within the procurement documents. On registration, please include at least two contacts to allow for access to the system in times of absence. The services are deemed to be subject to the full regime of current EU procurement legislation and as such this tender will be conducted in accordance with, and governed by, the Public Contracts Regulations 2015. This contract will therefore be awarded in accordance with the provisions applicable in Section 5 (sub-section 7) of the Public Contracts Regulations 2015. The contracting authority intends to observe the provisions and 10 day standstill period described in the Public Contracts Regulations 2015. Unsuccessful Bidders and applicants will receive scores and reasons for the decision, including the characteristics and relative advantages of the winning bid and the reasons why the Bidder/applicant was unsuccessful. Deadlines for lodging appeals should be in accordance with the Regulations.