Step One for a Paperless Office - Neuropsychology

Goal: To move from a paper-based to an electronic referral system  

Background: The previous referral system required paper-based communication with both referral organisations and patients.  It also required staff to manually enter data and scan forms, both labour intensive processes. 

Approach: 

1. Referring departments were contacted to request that all referrals be emailed. 
2. The department’s automated response email was altered to include information on the new system and a referral form.
3. A copy and paste system was implemented in place of paper and scanned referrals.
4. Senior clinicians in the department commenced grading all referrals electronically.

Within the competition time period paper referrals had reduced by 68% and paper use had reduced by 28%. The new referral process is expected to continue indefinitely.  In addition, the Neuropsychology Department reports that it is now ‘exploring strategies to reduce other wastage’.

Savings: The team estimated paper savings of 7.48 reams per year.  If we accept that there are 400 reams of paper to a tonne and combine this with Defra’s 2015 conversion factor for ‘primary material production’ paper of 939 kg CO2e per tonne then annual carbon emissions from reductions in paper use will be in the region of 18 kg of CO2e.

The team also estimated cost annual reductions of £47.91 on paper, £467 on ink and £867 (or 150 hours) of administrative staff time and 100 hours or £2,430 of clinician time.  The grade of clinician time is not known so costs, in light of the team referring to ‘senior clinicians’ now grading electronically, have been calculated as 50 per cent at the bottom of the pay scale (F1) and 50 per cent senior clinicians.