Thank you for your request for information about the following:

Please could you kindly respond to the following questions:

1. Please confirm the total number of Outpatient Appointment letters sent in FY or CY 2022?
2. Please confirm the total number of Hospital Discharge Summary Notices sent in FY or CY 2022?
3. Please confirm the total number of Clinical Outcome letters sent in FY or CY 2022?
4. What % of Did Not Attends (DNA’s) did you have in Outpatients for 2022?
5. What EPR system do you use please and what is the contract expiry date for that system?
6. What PAS system do you use please and what is the contract expiry date for that system?
7. What Patient Portal(s) do you use please and what is the contract expiry date(s) for those systems?
8. If Yes to Q7, do you currently send any of your patient communications digitally? If so, what approx. % of your communications are digital per annum?
9. What EDRMs (Document Management) system do you use and what is the contract expiry date for that contract?
10. Do you have a Hybrid Mail contract in place with a managed service provider? If so, please confirm which supplier and the contract expiry date of that contract?
11. Do you have a contract in place for any Mobile or App Services delivered to your Patients? If so, please confirm which supplier and the contract expiry date of that contract?
12. Do you use any Room Booking systems for a) Clinics b) Staff? If so, please confirm which supplier(s) and the contract expiry date of that contract(s)?
13. How many DSAR requests did you receive in 2022 and what % were processed within 28 days?
14. Have you digitised your closed / archive medical records? If outsourced, please state the supplier and contract expiry date? Have your digitised your day forward medical records? If outsourced, please state the supplier and contract expiry date?

Your request was received on 25th January 2024 and I am dealing with it under the terms of the Freedom of Information Act 2000.

Response

Question 9

NHSBSA use Microsoft 365 as a Document Management system. The current expiry date of the contract is 31st October 2025.

Question 10

NHSBSA do not have a Hybrid Mail contract in place with a managed service provider - we use Microsoft 365.

Question 12a

The current Room Booking system NHSBSA staff use is Matrix Booking Ltd, the current expiry date is 9th October 2025

Question 13

In 2022, we received a total of 489 Subject Access Requests. Of these, 391 were completed within 28 calendar days from receipt (80%).

It is important to note that this figure does not reflect the number of requests completed within the legal deadline, as the deadline for Subject Access Requests is one calendar month. Furthermore, the deadline may extend beyond this when we require identification or clarification from the requestor. In some cases, complex requests may have their deadline extended for a further two months.

Cancelled requests were not included in these figures.

Remaining Questions

I am writing to advise you that following a search of our paper and electronic records, I have established that the information you requested is not held by the NHS Business Services Authority, because we are not an NHS Trust organisation, rather we are a Special Health Authority providing back-office functions to the wider NHS. The NHSBSA is not patient-facing and we do not have patients.

Data Queries

If you have any queries regarding the data provided, or if you plan on publishing the data please contact foirequests@nhsbsa.nhs.uk ensuring you quote the above reference. This is important to ensure that the figures are not misunderstood or misrepresented.

If you plan on producing a press or broadcast story based upon the data, please contact communicationsteam@nhsbsa.nhs.uk This is important to ensure that the figures are not misunderstood or misrepresented.

The information supplied to you continues to be protected by the Copyright, Designs and Patents Act 1988 and is subject to NHSBSA copyright. This information is licenced under the terms of the Open Government Licence detailed at: http://www.nationalarchives.gov.uk/doc/open-government-licence/version/3/

Should you wish to re-use the information you must include the following statement: “NHSBSA Copyright 2024” This information is licenced under the terms of the Open Government Licence:

http://www.nationalarchives.gov.uk/doc/open-government-licence/version/3/

Failure to do so is a breach of the terms of the licence.

Information you receive which is not subject to NHSBSA Copyright continues to be protected by the copyright of the person, or organisation, from which the information originated. Please obtain their permission before reproducing any third party (non NHSBSA Copyright) information.