We understand that the enormity of an EDMS project cannot be underestimated. However, we also believe passionately in the digitisation of the NHS and the multiple benefits of paperless hospital departments. So if you are just starting your digital transformation journey, talk to us. Virtually all our team has worked for, with or alongside NHS Trusts for a large proportion of their career — and it’s our goal to help revolutionise the patient : clinician experience at the point of care.

Resources

What use is knowledge if it remains untapped? We want to share all that we know, and our experiences of delivering these complex projects across the NHS. So, whether you’d prefer to hear from us at an upcoming event or delve into our insights hub, we are keen to support the early fact-finding stages of your research into Electronic Document Management Solutions.

Digital maturity evaluation

Even the most forward-thinking hospitals with rapidly advancing transformation strategies, can still have varying degrees of digital maturity from one department to the next. That’s why a crucial part of this exploratory research phase is an evaluation of your Trust’s EDMS readiness. Remember, the picture is clearer with Mizaic.

Deployment plan

The depth of our pre-sales dialogue means we quickly build rapport and confidence with stakeholders, regardless of their prior experience of MediViewer. But even a best-in-class EDMS application — endorsed by multiple reference sites — cannot revolutionise the NHS. A carefully considered and evidence-backed implementation plan is therefore critical if a Trust is to realise the true benefits of the technology. And we can build your digitisation strategy, together.

Transformation business case

One of the most sought-after commercial assets that could be provided by our EDMS specialists, this detailed economic study collates and calculates the must-know metrics that start to shape likely project success, resource optimisation, cost savings and overall digital transformation ROI.

Scanning strategy

Hospitals come to us overwhelmed with the resource burden of managing physical records, particularly when it comes to day-forward scanning and maintaining compliance with BS10008. With an intuitive EDMS, all of this changes — for the better. But a successful deployment is dependent on the efforts of Mizaic, the Trust and the scanning partner. We’ll oversee this dialogue from the outset, ensuring everything is planned for — from case note preparation and the ingestion and classification of images, to scanning best practice, record tracking, and eventual record destruction, plus the resource required throughout.

Stakeholder engagement

Mizaic’s healthcare pedigree means our EDMS projects are best-in-class when it comes to solution implementation. But this isn’t just because of the power of our product. We start to think about the ‘buy in’ needed from a number of different stakeholders, before a contract is even signed. Because their engagement and support from the outset won’t simply shape the project plan — it will wholly underpin the onward journey from paper-based, to paper-lite, to paperless.

Contract development

The final stage before the project kick-off, the development, refinement and authorisation of the contract sets the tone for everything else that follows. It’s not just a signed order or a commitment to invest — it’s the specification for the entire digital transformation journey we are about to embark on.

So this is where we start to consume high level Trust information, explore system integration requirements, familiarise ourselves with your PAS (patient administration system), clarify resource requirements, assign workstream leads, identify early adopters, write the PID (process initiation document), define project deliverables and milestones, anticipate possible challenges, and brief all stakeholders — including the scanning partner — on what this means, for them. We even cover non-Mizaic related discussion points such as potential WiFi limitations, end user hardware gaps and any other element that risks becoming a ‘blocker’ if not uncovered at the earliest possible opportunity.

The kick-off meeting is the ultimate ‘scene setter’, which unfolds in jargon-free language so everything can be understood by all, regardless of people’s EDMS knowledge to date.

For many hospitals, this is where the hard work really begins. It’s also where Mizaic’s former NHS colleagues and digital transformation experts can add maximum value. Because yes, we’ll configure MediViewer to suit the exact requirements of your deployment. But we’ll also focus on the human element of the project — at every stage of the implementation — to mitigate risks and optimise engagement with the EDMS. This is how long-term benefits are truly realised, for clinicans and patients alike. As one team.

Project team kick-off

At the sales handover — or kick-off — meeting, we assign a Prince II qualified colleague who does everything you’d expect at this critical planning stage. But with our lived experience and subject matter expertise, we don’t just ‘project manage’ — we manage projects like the NHS would.

So this is where we start to consume high level Trust information, explore system integration requirements, familiarise ourselves with your PAS (patient administration system), clarify resource requirements, assign workstream leads, identify early adopters, write the PID (process initiation document), define project deliverables and milestones, anticipate possible challenges, and brief all stakeholders — including the scanning partner — on what this means, for them. We even cover non-Mizaic related discussion points such as potential WiFi limitations, end user hardware gaps and any other element that risks becoming a ‘blocker’ if not uncovered at the earliest possible opportunity.

The kick-off meeting is the ultimate ‘scene setter’, which unfolds in jargon-free language so everything can be understood by all, regardless of people’s EDMS knowledge to date.

If we were to summarise the value that this phase brings, we’d call it ‘making life easier’. Because any digital, business or people transformation process is rich with opportunities and challenges. It’s Mizaic’s role to ensure we anticipate potential issues before they arise, involve people at the point they need to take part, and optimise factors that will lead to project success. That’s how we keep even the most complex deployments on track. We’re a safe pair of hands, who have ‘been there and done that’ ourselves, too.

Dedicated project management

The kick-off meeting may commence our project management support, but we remain heavily involved throughout. This ensures we keep a sharp eye on the plan at all times, with minimal disruption, yet maximum results. In fact, Trusts, scanning partners, and EPR vendors typically look to us as the experts who will keep these projects on track. We sometimes even put Trusts in contact with one another, so that Mizaic’s reference sites can offer peer-to-peer insight.

As clichéd as it sounds, communication is key — particularly given the many people involved — so it’s our job to keep people talking. That dialogue continues internally at Mizaic too, with us holding regular cross-workstream update meetings — involving our technical and transformation teams — to ensure project outcomes always remain firmly in focus.

Technical transformation

Our cloud-native technology has been entirely designed and architected with agility in mind. So while it provide clinicians with rapid access to a 360º view of patient content, at the point of care, as standard, the power of MediViewer really comes to life when the EDMS is configured to meet the exact requirements of your Trust.

Technical installation and infrastructure

We assign a Site Reliability Engineer (SRE) and integration specialist to your project, to ensure your MediViewer application meets your exacting technical requirements. Remembering that your PAS provides the single source of truth for your Trust, we’ll work with your own IT stakeholders — and ERP provider where relevant — in a UAT environment, in readiness for go live. Our HL7 feed enables access to past and future patient lists, we follow best practice when it comes to data migration to ensure no manual entry, and we’re on hand for troubleshooting throughout. Whatever your integration requirements, you can lean on us.

Scanning partner collaboration

Your scanning partner will hopefully have been a key stakeholder in the project since the earliest phases of the implementation — and we may have even introduced you to a trusted scanning specialist, if you didn’t know where to turn. But it’s at this stage when collaboration levels grow, so that every decision, process and action aligns — from meta data and folder structure, to the ingestion strategy, patient record priorities, presentation of documents in MediViewer, and eventual destruction of data, for ultimate peace of mind.

People transformation

Transformation and process change

We read so much about the need for digital transformation in the NHS, but we’re also here to ensure that changes impact positively on the people at the heart of healthcare delivery. Communication is unsurprisingly key to this. So while we do have proven methods for process mapping — and we therefore try to deliver a consistent approach — we adapt accordingly, particularly if a Trust requires even more support. We spend a great deal of time getting to know those who will be impacted by the implementation of MediViewer, review how they use their current clinical systems, uncover any potential resistance, and feed our insights back into the wider Mizaic team so that the human element of the project is never forgotten.

Training

While classroom training is the norm within the EDMS marketplace, we don’t believe that’s good enough for our NHS customers. We deliver a blended, bespoke and far more consultative approach, with 1-2-1 sessions and ward floorwalks with consultants allowing us to understand their patients, clinics and any concerns relative to each individual. This early adopter training is complemented by ‘train the trainer’ support for MediViewer champions — or super-users — so they’re trained to Mizaic’s standards. This maximises buy-in as the EDMS is deployed to wider departments moving forward — although we remain available during ‘go live’ clinics too. We’re always there.

Our goal is to leave no stone unturned when it comes to maximising your Trust’s readiness for change, yet we know it can still take time to adjust once MediViewer is live. Our future state stop-start-continue process clearly visualise what to expect, so nothing comes as a surprise, but we remain on hand every step of the way, for reassurance and guidance at every milestone. If something isn’t working, we’ll support you to look for alternatives, whether we provide the answer to a quick question when some simple confidence building is required, or an additional configuration to support the evolution of fundamental process changes.

Because we become so invested in our customers’ projects — and the teams at the heart of each deployment — we monitor Trusts’ use of MediViewer, from afar, even after ‘go live’. But we don’t just take a look at any tickets raised. We also hold a more structured post-implementation review on-site, spending time with the hospital’s product owner as well as other stakeholders, to evaluate their experiences to date and provide ongoing support where it’s needed. And if we learn anything that we haven’t heard or seen before, we’ll feed that back internally as it could help shape our future product roadmap.