Walton Centre digitises 95% of patient records with Apogee

The Walton Centre NHS Foundation Trust has digitised 95% of its patient records in conjunction with Apogee, resulting in improvements to clinical efficiency, patient safety, and staff wellbeing.

Background and process

The Walton Centre, based in the UK and focused solely on neurosciences, commenced the digitisation initiative following a Care Quality Commission (CQC) inspection in 2019. The inspection flagged the Trust's use of a combination of paper and digital notes as a potential clinical risk, promoting the drive to replace paper documentation entirely. A competitive tender led to the selection of Apogee's document scanning and data capture services.

According to the Trust, the majority of patient records have now been scanned and are fully integrated into the electronic patient record (EPR) system. This gives clinicians immediate access to comprehensive and up-to-date patient information, including medical, treatment, and device histories, at the point of care. The project also incorporated an in-house scanning facility, which enables newly created patient documents to be added to the EPR within 48 hours after an outpatient visit, or within seven days following discharge after hospital admission.

Operational impact

The digitisation programme has allowed the Trust to redeploy medical records staff, which has in turn contributed to a more efficient patient flow. A significant milestone noted by the Trust is the clearing of its referral backlog of 5,000 patients, a first since the onset of the Covid-19 pandemic. New patients are now registered upon arrival, marking a significant improvement in administrative efficiency. The shift to digital storage is also consistent with the Trust's objective to become 'paper light' by 2026 and to reach digital maturity aligned with the NHS Digital Strategy.

Digitisation has also had site-wide effects; the large volumes of paper records previously stored, often in corridors and loft spaces, posed safety and logistical challenges. These documents have now been removed, freeing up substantial space. The Trust reports it is repurposing the vacated area for a communal staff room, supporting staff health and wellbeing.

Stakeholder perspectives

Sam Holman, Head of Transformation and Corporate Operations at The Walton Centre NHS Foundation Trust, says, "Apogee have consistently demonstrated themselves to be more than just a supplier. They are an integrated extension of our team. Due to the complexities involved with digitising a high volume of paper records, we were understandably nervous ahead of the project. But whenever we've encountered hurdles, Apogee has responded with expertise, commitment and professionalism, providing valuable solutions to support our operational objectives."

Looking ahead, the Trust is considering how the newly available space could be utilised to expand clinical services, such as thrombectomy stroke interventions. In addition, data and insights obtained from the digitisation process are expected to inform the development of future digital initiatives, including the digitisation of nursing workflows and intensive care unit records.

Supplier's statement

Mark McManus, Regional Sales Director, Apogee Corporation, says, "From the outset of the project, we understood how critical it was to first build trust with clinical teams and then enable benefits from an operational, compliance, patient experience and staff wellbeing perspective. We invested time in a digitisation proof of concept with real-time tracking and audit trails to ensure peace-of-mind. We're proud to have played a part in supporting more efficient and effective care at The Walton Centre."

Compliance and quality assurance

The full chain of handling for patient records is now subject to secure end-to-end scanning and tracking. Every physical file undergoes quality assurance checks and a detailed audit trail. Apogee's document workflows meet BS10008 compliance, with all data managed in accordance with ISO and related British Standards.