NHS England and NHS Improvement (NHSEI) are seeking to develop a national approach to the digitisation of Lloyd George records in GP practices.
The National Commercial and Procurement Hub (on behalf of NHSEI) is seeking suitably experienced and qualified suppliers to join a Dynamic Purchasing System (DPS) as the vehicle for the procurement of digitisation services for NHS Clinical Commissioning Groups (CCGs) and other contracting authorities identified on a regional or local basis.
The DPS will be divided into three categories (Lots):
Lot 1: Scanning services,
Lot 2: Integration with foundation clinical system,
Lot 3: Scanning services/integration with foundation clinical system (being the aggregate subject-matter of Lots 1 and 2).
Suppliers interested in performing the services covered by both Lots 1 and 2, may apply for Lot 3 in addition to applying for both Lots 1 and 2.
The awarding of specific contracts will be via invitation to tender to Suppliers listed on the established DPS.
The GP contract requires that by 2022/23, Lloyd George notes will be digitised and patients will have access to their records. The agreed approach, therefore, needs to ensure that CCGs can award contracts to suitably qualified and experienced suppliers who can deliver against this requirement, whilst keeping the burden to practices to a minimum.
The contract period for the DPS will remain open (valid) for a period of 4 years (to 2 August 2024) with a possible extension up to 24 months. Suppliers may join the DPS at any time during its life.
Application to the DPS will be via a selection questionnaire, evaluation of which may include a virtual or face to face site visit. Bidders who are unsuccessful will be able to re-apply to join at any point during the life of the DPS. Successful bidders will be required to sign a participation agreement.
Lot 1 is for scanning services which includes the end to end process of collection of records, scanning, quality assurance and destruction (see specification for full details).
Contracting authorities will be able to use the DPS to award specific contracts by inviting suppliers listed to compete via an ITT. Competitions will commence immediately following the initial 30-day period for applications.
The estimated total value is GBP 185 million split across the three lots. Contract values for each lot will vary according to the lots that contracting authorities select to use. The estimated total maximum value for lot 1 is GBP 150 million.
Version of 2020-02-07
Scanning services
NHS England is seeking to develop a national approach to the digitisation of Lloyd George records in GP practices. There are currently 6993 GP practices in England service a population of 54 700 000 patients. Some practices have already digitised their records and nationally supported pilots have informed the development of an approach, specification and set of standards and process map. These documents, which are available via the InTend eProcurement system, are still in draft form and being tested nationally prior to being published.
There are 4 main reasons for digitisation of Lloyd George records:
— safer care for patients,
— release of space within practices to provide additional consultation areas,
— access to the full patient record at the point of care,
— GP contract commitment to digitise all Lloyd George records by March 2023.
NHS England are seeking views from potential suppliers to inform the national approach and specification. It is proposed to establish a dynamic purchasing system framework (DPS) which will allow NHS contracting bodies e.g. CCGs/STPs to procure services on a regional/local basis. This could include 2 Lots — 1 for storage of the digital records in a cloud based solution and 1 for upload of the digital records directly to the Foundation Clinical Systems (currently EMIS, SystmOne, Vision and Microtest).
The GP Contract requires that by 2022/23, Lloyd George notes will be digitised and patients will have access to their records. The agreed approach, therefore, needs to ensure that CCGs can award contracts to suitably qualified and experienced suppliers who can deliver against this requirement, whilst keeping the burden to practices to a minimum.
The contract period for the DPS will remain open (valid) for approximately 3 years with a possible extension up to 24 months.
Since 1999 the use of digital technology within general practice has increased; GP consultations are recorded electronically, prescriptions are issued electronically and more recently records are transferred electronically. However, there still exists a large volume of paper records typically in the form of a Lloyd George (LG) patient record. These records are still utilised within general practice however transferring them to a digital medium would provide significant benefits.
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. Paper records are over 70 years old in a state of deterioration therefore becoming illegible coupled with the fact the information they hold it vital and paramount for safe medical practice. The security and accuracy of these records is vital and needs to be preserved. The lack of continuity and resilience within the paper record poses a risk to the ongoing, continuity of person-centred care.
