Location: Northamptonshire ICB

Patient List Size: ~8,000

Go-Live With Anima Documents: August 2024

Overview

Wootton Medical Centre, serving a patient list size of about 8,000, transitioned to Anima Documents in August 2024. Before Anima, they faced a 2+ week document backlog with about 1,800 documents processed monthly. Anima's onboarding supported integration from tools like paper scanning and NHSmail. Since implementing Anima, they now ensure every document is saved to the record within 2 days, greatly reducing the prior backlog. This improvement in processing speed has enhanced patient care by ensuring timely follow-ups and urgent actions.

The Challenge

Prior to adopting Anima, Wootton Medical Centre processed approximately 1,800 documents per month, spending 5-10 minutes on each. The system they previously used, SystmOne, often led to a significant backlog, with document processing delays extending over two weeks. This bottleneck hampered their ability to provide timely patient care and manage increasing document volume efficiently.

Key Outcomes

Faster Document Processing

With Anima's automatic patient matching and document summarisation features, Wootton Medical Centre now processes documents more swiftly. The clinical codes suggestions, which include QOF codes, ensure nothing critical is missed, while learning from the team's preferences over time. As a result, the median time to process a document (from the time it lands in Anima to the time it is saved to record) is now just 1.89 days.

Reduced Backlog

Before Anima, document processing at Wootton Medical Centre was often delayed by over two weeks. Implementing Anima helped eliminate this backlog, with documents being processed typically within 2 days. This improvement mitigates clinical risks and ensures accuracy in patient care plans.

Improved Coding Consistency

With Anima's suggested tasking and coding features, the practice has seen smoother operations. Automatic coding that assimilates team preferences over time ensures consistent and accurate document handling.

Increased Staff Confidence and Resilience

According to Lisa Marotta, Practice Manager, "More staff have been trained on document processing, which has improved resilience no end." The intuitive user interface and integration with SystmOne have added to the staff's confidence, streamlining their daily tasks.

Ability to Manage Volume Without Hiring

Anima enabled Wootton Medical Centre to handle their document load without needing additional personnel. By reducing reliance on external support services, they maintained operational efficiency even during peak periods.

What the Team Says

"Anima is a great tool and worth the investment. Document processing is up to date most days, and more staff have been trained on document processing, which has improved resilience no end."

— Lisa Marotta, Practice Manager

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