West London Mental Health NHS Trust

Project Background

West London Mental Health NHS Trust (WLMHT) is recognised as one of the largest mental health services within the UK, treating 17,000 patients across four London boroughs.
Storing over 300,000 patient records across 32 clinics, WLMHT wanted a paperless solution on a large scale. They asked Cleardata to help.

The aims of the project were to:

Provide a safer document storage and archive system;

  • Eliminate wasted effort;
  • Provide an efficient search facility;
  • Ensure faster, safer retrieval of documents;
  • Reduce financial costs;
  • Save space.

The Solution

At the heart of the whole process for both parties was the protection of patient data.
Cleardata collected, indexed and securely archived over 300,000 patient records across 32 WLMHT hospital clinics – indexing and applying bar codes to every patient record allowing the records to be easily identified e.g. by patient name, NHS number, date of birth etc.

Working alongside Trust staff, Cleardata’s project management team set up a Scan on Demand service to work beside the Trust’s own Document Record’s Management System allowing digital copies of patient records to be sent securely to WLMHT following an electronic request.

Scanning documents through Cleardata’s Scan On Demand system also allowed documents to be retrieved much more quickly and easily.

Cleardata ensured only authorised personnel were permitted to use the ‘Scan on Demand’ service, and all file requests were logged within the Trusts Documentum, establishing a clear audit trail.
Cleardata’s document storage facility is fully protected with a variety of security features including Access Control, Very Early Smoke Detection, Water Detection systems and more!

Client Feedback

“We selected Cleardata due to their impressive reputation in managing medical records storage and scanning services for NHS Trusts. We were delighted that they were able to integrate their service with our new document management system, as it allows us to securely request records much faster than we were able to do in the past.

The project is being delivered well ahead of schedule and we have been really impressed by Cleardata’s project management team, who have made some excellent suggestions on how such a large scale project across many Trust sites can be coordinated successfully”.

Project Manager, West London Mental Health Trust