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Subject Access Request Research - Coggle Diagram
Subject Access Request Research
Trusts
Cornwall
CNTW
BSMHFT
SWLSG
Oxleas
In terms of how long per request - it is a hard thing to measure as some requests can take 1 hour and some can take hours or days to collate depending on amount of records. That said I will try and give you an idea by looking at some particularly big requests that my team have completed recently- I will send you a follow up email shortly.
One of the things that are particularly challenging for us is where a client wants full records and we need to collate every clinical document in the clinical document list so even if there was a button on that section to say print all or print date range that would be helpful. I am not sure if the names of documents would affect this because I know in our Trust - its a manual naming convention and colleagues do not stick to the rules. This means documents are called all sorts of things and so the existing filter, whilst useful in some aspects is pretty pointless unless it picks up every naming option.
The other bit that takes time is for example 'printing' every inputted section under a particular topic - so for example - Ward rounds - for a client who has been with us for a number of years then thus could be 50 entries - if there was a way to hit a button to print all then again would save lots of time.
Even if there was a way RiO could incorporate a print all for each section - then I believe it would save many of us a considerable amount of time.
I have now had some feedback from my team re length of time albeit it can vary quite a bit, I think this is because it depends in which part of RiO the majority of the records are. The 2 examples below seem to tally up to give an accurate reflection.
SAR 20436 - Collated records amounted to 5,000 pages (PDF) and took approximately 35 hours
SAR 20533 - Collated records amounted to 122 pages and took approximately 1 hour
Previously Defined Requirements
Provide the ability for Trusts to specify a date range when making the SAR request which would filter the information in the SAR extracts to just the date window which the Trust are interested in.
Provide the ability for Trusts to specify which data sets they want to include in the extract, e.g. just demographics, referrals, appointments and progress notes.
Extend the SAR module to cover the following data sets which are not currently included:
Child Health Immunisation and screening results
National Drug Treatment and Monitoring Service (NDTMS) information
Group Discussion Feedback
Up to 2000 SARs may be received a year, and each one can take days of manual work to download/copy and paste/print.
Naming conventions are very complex and make this very difficult.
There is a lot of room for human error, staff are relying on checklists but it is still easy to miss important information/duplicate work – not at all efficient.
Other systems have a built-in automated, process which is done with one click.
The SARs module cannot cope with the amount of data so it just breaks whenever a larger report is run.
When reports do work the results are nonsensical and there isn’t any context.
There is often information missing, or many blank pages, meaning reports can be 18000+ pages long.
For the reports to be usable, there needs to be filters to allow users to download certain sections (locations, date ranges, particular individuals, allow multiple parameters.
The current manual process mean that trusts are struggling to meet court orders, GDPR requirements, legal requirements etc.
When they work, the current format of the reports are unhelpful, they should replicate Rio as it appears in the system so that the information makes sense.
Information on areas of Rio that trusts don’t even use is being returned, which is wasted space.
The format of reports should group relevant information together and be presented in chronological order.
The reports do not make sense and are useless to the end users at present.
It’s currently not possible to copy and paste all of progress notes, so this has to be done in batches, again increasing the chance of human error.
When the Covid situation allows it, it would be useful to visit sites and witness how long this is taking.
Trusts are facing massive resourcing pressures and are already struggling to meet demands.
Customer Engagement
I’d like to gather some specific metrics on how many hours of manual work are spent per request to add weight to the research, please let me know if you have this information and I will add it to my feedback. The more information we have on hour spent per report, the better.
For those of you that have managed to run SARs reports from Rio and reported that they are nonsensical, please can you send me some examples so I can compare this to what the reports should look like.
Any further details (perhaps examples from other systems) on the format or the SAR reports and more suggestions on how they can be improved, would be really helpful and assist us in making improvements.
Background
The Rio Subject Access Request (SAR) module is designed to support Trusts in meeting their obligations under GDPR with respect to requests for information from patients or other parties.
The Rio SAR module aims to reduce the need for manual collation of information thereby freeing up valuable resources which can be reallocated to other areas of work. The Rio SAR module includes a Rio Form which is used to record details of the SAR request and this Form can be locally tailored using the standard Rio Forms capability to capture any information which is required by the Trust, i.e. who made the request, when it was made, reason for the request, etc.
Once the request has been saved, Rio will get to work collating information for the patient into a set of human readable documents which can be reviewed and redacted as required. The Rio SAR module reduces what can be a very time consuming manual process, down to a few minutes.